DSHS DVR Administrative Assistant 4

DSHS DVR Administrative Assistant 4

The Division of Vocational Rehabilitation (DVR) within the Department of Social and Health Services (DSHS) has an opening for an Administrative Assistant 4 to join their team in Lacey, WA. In this role, you provide sole administrative support to the DVR Deputy Director, managing high-level coordination, communication, and workflow for the division's leadership team. You'll handle management activities, draft and finalize correspondence and reports, exercise delegated signature authority, and represent the Deputy Director in meetings by preparing agendas and taking detailed notes. You'll arrange complex meetings, schedule interpreters, prepare HR documents, and ensure smooth administrative operations across the Deputy Director's reporting structure. You will also provide back-up support to the DVR Director when the Confidential Secretary is unavailable, along with limited administrative assistance to other positions reporting to the Deputy Director. Some of what you'll do:

• Provide administrative support to upper-level management to help achieve organizational goals and ensure effective client service delivery.
• Facilitate communication between the Deputy Director and staff within the Deputy Director's reporting unit.
• Offer technical assistance to partners, staff, and customers regarding program intent, policies, and activities.
• Respond to inquiries on behalf of the Deputy Director using delegated authority across a wide range of stakeholder questions.
• Exercise independent judgment when addressing diverse inquiries directed to the Deputy Director.
• Track and monitor assignments and deadlines to support the Deputy Director's workflow and priorities.
• Draft and finalize documents including correspondence, reports, HR investigation materials, and updated Position Description Forms.
• Ensure professional content quality by producing accurate materials that reflect division viewpoints and policy positions.
• Coordinate meetings by scheduling monthly team sessions and preparing concise meeting summaries and minutes.
• Track key activities such as staff surveys and workgroup measurables to ensure timely completion.

Who should apply: High school diploma or equivalent. And four years progressively responsible clerical, office or administrative experience. Or bachelor's degree in business administration, public administration or a closely related field substitutes for related experience. Or one year as an Administrative Assistant 3 OR two years as an Administrative Assistant 2. Preferred/desired education, experience, and competencies:

• Washington State Government experience related to DSHS, DVR, and/or Human Resources administrative functions.
• Skill and ability to use Microsoft Office effectively in everyday work and learn new software applications/programs.
• Ability to work independently to establish priorities and organize.
• Ability to communicate and comprehend, through oral and written forms of communication with management, peers, clients, and the public.
• Ability to make reasonable judgments in a complex and changing organizational environment.
• Ability to maintain confidentiality of client and personnel information.
• Have and maintain good work attendance.
• Ability to troubleshoot common computer software challenges.

Interested? Please include the following with your application material:

• Current chronological resume
• Three professional references

Questions? Please contact vincent.hamilton@dshs.wa.gov and reference #05805.

The Department of Social and Health Services' (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency's vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.