Office Manager - DOH4343

Posted on Dec 12, 2018 by Washington State Department of Health

Olympia, WA 98501
Public Sector & Government
Immediate Start
Annual Salary
Full-Time
Description Office Manager
Office of Family and Community Health Improvement
Tumwater, WA
DOH4343
The Opportunity

Reporting to the Office Director for the Office of Family and Community Health Improvement and serves as the assistant on substantive, high-level and confidential administrative manners. The Office Manager will be a member of the Office's Leadership Team, providing the administrative perspective during decision-making that applies office-wide. This position will be instrumental in providing support to the office Director, Deputy Office Director and leads the office's administrative team to coordinate and ensure consistency, accuracy, and timeliness in responding to agency executive correspondence and agency administrative policies and procedures. The Office Manager directs/coordinates special projects and acts as Lead Administrative Assistant to six (6) administrative support positions across the office. This position will also have the opportunity to participate in the Executive Administrative Team for the Prevention and Community Health Division.

The Prevention and Community Health Division (PCH) supports the agency's mission by collaborating with our partners and stakeholders to enhance the health of individuals, families, and communities and eliminate health inequities. This position resides in one of four programmatic offices of the division, the Office of Family and Community Health Improvement . The purpose of the office to improve the health and well-being of families and communities through policies, systems, and environmental changes with a focus on health equity.
About DOH and our Employer of Choice Initiatives

Washington State Department of Health (DOH) works with federal, state, tribal, and local partners to help people in Washington stay healthy and safe. Our programs and services help prevent illness and injury, promote healthy places to live and work, provide education to help people make good health decisions and ensure our state is prepared for emergencies. To learn more about the agency, visit our website , DOH Infographic , and see what it's like to !

DOH is a great place to work and has implemented several "Employer of Choice" initiatives, including:
  • We are committed to diversity and inclusion . DOH fosters an inclusive environment that encourages all employees to bring their authentic selves to work each day. We strive to hire, develop, and retain a competent and diverse workforce that is reflective of the customers we serve.
  • We have an engaging program which offers programs that support healthy behaviors and work/life balance. Our program provides wellness education, access to healthy food, physical activity classes, stress relief, and many other resources to support a healthy you.
  • We support a healthy work/life balance by offering flexible/alternative work schedules, and mobile and telework options. (Depending upon job duties.)
  • We are making exciting steps towards modernizing our workplace by providing motivating and inspiring workspaces that promote creative thought, innovation, and collaboration among co-workers.
  • We have an Infant at Work Program that is based on the long-term health values of breastfeeding newborns and infant-parent bonding. Eligible employees who are new mothers, fathers, or legal guardians can bring their infant (6 weeks to 6 months) when returning to work. (Depending upon job duties and work location.)
What will you be doing? - Duties include
  • Providing administrative support for the Office Director and Deputy Director.
  • Managing the director and deputy director's calendar and assuring the director has all necessary meeting preparation materials ahead of time and that documents are accurate and complete.
  • Arranging travel logistics for all of the Director's and Deputy Director's travel.
  • Leading the Office Administrative Team and overseeing Director's Office Assignments on Executive Correspondence and other correspondence, reports, and documents for the Director.
  • Coaching and mentoring the other administrative staff to provide excellent customer service (both internal and external) while following agency and division policies and procedures.
  • Ensuring administrative assignments and projects within the office are completed on time and accurately.
  • Coordinating the office's personnel issues including recruitment, selection, appointment, and promotion activities to ensure that priority staffing needs are addressed and those personnel actions comply with state requirements.
  • Serving on and providing administrative support to the Office Leadership Team (OLT).
What we're looking for

Success in this position requires one to be a team player, defined as having a driving passion for the work, bringing humility to their job and people interactions, and understanding how their words and actions affect others.

The following competencies will be required for the incumbent to successfully fulfill the duties of this position:
  • Collaborates - Building partnerships and working collaboratively with others, in a team environment, to meet shared objectives and goals.
  • Communicates Effectively - Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  • Values Differences - Recognizing the value that different perspectives and cultures bring to an organization.
  • Interpersonal Savvy - Relating openly and comfortably with diverse groups of people.
  • Instills Trust - Gaining the confidence and trust of other through honesty, integrity, and authenticity.
  • Optimizes Work Process - Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.
Required Qualifications
  • Option 1: Four (4) or more year of progressively responsible experience in a professional office environment providing higher-level administrative support to an Office Director/Manager or above.
OR
  • Option 2: Two (2) or more years of college-level coursework (90 quarter hour credits or 60 semester hour credits); AND two (2) or more years (full-time equivalency) of progressively responsible experience in a professional office environment providing higher-level administrative support to an Office Director/Manager or above.
AND
  • Demonstrated experience working effectively in a team-oriented working environment.
  • One (1) or more years of experience in the following:
    • Supervising or leading and directing the work of one or more employees.
    • Independently composing letters from drafts, memos, notes or other instructions.
    • Editing and proofreading memos, letters, reports, or other forms of written documents; OR successful completion a college course in editing or proofreading.
    • Performing record keeping tasks such as posting and totaling numbers or other data on a computer; calculating travel expenses; processing payroll records or requisitions; ordering of supplies; conducting an inventory of supplies and/or equipment; or reviewing customer forms for completeness and accuracy.
  • Demonstrated computer software experience and skills in the following:
    • Advanced-level using MS Word to create forms using templates, work with form fields, and format and enhance forms; use mail merge to create form letters, modify merged documents, and merge envelopes; set default options, customize toolbars and menus, create cross-references, and work with end notes and footnotes; create tables of contents and compile and update indexes; create, run, and edit macros to combine commands and automate complex series of tasks; and work with hyperlinks.
    • Basic-level experience using MS Excel to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions; use templates, styles, AutoFormats, and multiple worksheets.
    • Intermediate-level experience using MS PowerPoint to create, format, edit, and run slideshows presentations; integrating text with graphics; and previewing and printing slides, speaker notes, and handouts.
    • Using MS Outlook to compose, send, and respond to email and to coordinate schedules and schedule meetings.
    • Navigating the internet to find and download information.
Desired Qualifications
  • Five (5) or more years of progressively responsible experience in a professional office environment providing higher-level administrative support to an Office Director/Manager or above.
  • Two (2) or more years of experience supervising or leading and directing the work of one or more employees.
  • Experience conferring, coordinating, and/or communicating with a multitude of programs within a complex organizational structure.
  • Experience identifying and adopting innovative solutions necessary to continue to meet core mission functions when the organizational structure, priorities..... click apply for full job details

Reference: 599318186

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