Office Manager (DOH2753)
SALARY: $2,855.00 - $3,726.00 Monthly
OPENING DATE: 05/13/15
CLOSING DATE: 05/27/15 11:59 PM
DESCRIPTION:
There is one (1) opening for a permanent full-time Office Manager within the Division of Prevention and Community Health – Office of Nutrition Services. This recruitment may be used to fill other Office Manager positions within the office.
To learn more about Office of Nutrition Services, visit
http://www.doh.wa.gov/AboutUs/ProgramsandServices/PreventionandCommunityHealth/OfficeofNutritionServices.
Agency Profile
The Washington State Department of Health (DOH) works with federal, state, and local partners to help protect and improve the health of people in Washington. 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. DOH recognizes that employees are its most valuable resource. We trust them to be innovative, challenge existing processes, and make the best decisions. We strive to hire, develop, and retain a competent and diverse workforce. To learn more about DOH, visit
http://www.doh.wa.gov.
Primary Duties
The Office Manager provides direct administrative support to the Office of Nutrition Services (ONS) Director, managing the Director’s calendar and correspondence, and coordinating the Director's assignments and projects throughout the office.
The Office Manager serves as the Lead for administrative staff across the office: developing, maintaining and coaching on office standards and operating procedures according to agency and USDA guidelines; identifying and implementing opportunities for process improvements; supervising and assigning work to support staff in the ONS Admin Unit. S/he is expected to model, coach and mentor the other administrative staff to provide excellent customer service, both internally and externally. This position sets the tone for efficiency, effectiveness and positive support throughout the office.
The Office Manager coordinates and ensures consistency, accuracy, completeness and timeliness in response to federal and agency executive correspondence and agency administrative policies and procedures, establishing timelines and reminders for regularly occuring events and reports. S/he serves as records management officer for the office.
The Office Manager participates in the Division Lead Administrative Team for Prevention and Community Health, assuring that office procedures are current with division expectations and communicating new and changing processes to office staff in a timely and effective manner. S/he takes leadership of short and long-term projects as assigned, as well as coordination of critical recurring reports and proposals. This position directly impacts long-term program processes, initiatives and decisions that guide and support the programs’ core business functions and future planning activities.
Required Qualifications
NOTE: Experience may have been gained concurrently.
Three (3) or more years (full-time equivalency) of progressively responsible experience in the following:
Office administration including secretarial, bookkeeping, accounting, or other administrative work, file and record management, calendar appointments, task tracking, spreadsheet development and navigation, meeting minutes, travel arrangements from trip planning to expense reimbursement.
Performing record keeping tasks such as posting and totaling numbers or other data on a computer, calculating travel expenses, and processing timekeeping and payroll records or requisitions.
Providing customer service including handling phone calls and in-person visits from external stakeholders.
Two (2) or more years (full-time equivalency) of increasingly responsible office experience using MS Office software, including Word, Excel, PowerPoint, Outlook, and research on the internet.
Two (2) or more years (full-time equivalency) experience ordering supplies; conducting inventory of supplies and/or equipment; or reviewing customer forms for completeness and accuracy.
One (1) or more years (full-time equivalency) experience as a supervisor or lead worker including prioritizing and assigning work for one or more employees.
Demonstrated experience in the following:
Communicating clearly orally and in writing with supervisors, peers, and subordinates, as well as with the public, other state agencies and purveyors.
De-escalating and resolving conflict when it occurs.
Working in a fast paced, multi-tasking, ever changing assignment environment while keeping priority activities on track and meet deadlines.
Working in a complex organizational structure in which the person is responsible for conferring, coordinating, and/or communicating with a multitude of programs within and outside the organization.
Desired Qualifications
NOTE: Experience may have been gained concurrently.
An Associate’s degree or higher, preferably in a business or computer technical program.
Demonstrated experience in the following:
Working in state government.
Working in the DOH.
Working with database software.
Working with desktop publishing software.
Experience assisting with or organizing and coordinating the following:
Major projects.
Regional or state-wide meetings or conferences.
Major grant requests and reports.
Communication efforts.
Conditions of Employment/Working Conditions
With or without an accommodation, I am:
· Willing and able to work indoors, at a desk/workstation the majority of a work day, in an open office
environment with possible conversation and other noise distractions.
· Willing and able to work in a smoke-free, drug-free, alcohol-free, and scent-neutral environment.
· Willing and able to work Monday through Friday, 8 am to 5 pm.
· Willing and able to occasionally work in excess of 40 hours per week and/or to adjust normally scheduled hours, which may include evenings and weekends, to meet program needs and critical deadlines.
· Willing and able to occasionally travel throughout the state which may include overnight stays, as required, while performing the duties of this position.
· Willing and able to move or transport materials and boxes weighing up to 35 pounds, with our without an accommodation.
· Willing and able to work in a fast-paced/stressful environment with multiple priorities and competing deadlines.
· Willing and able to interact and work with customers, some of whom may be frustrated or distressed in a positive, friendly and supportive manner that meets the needs and standards of the office and the agency.
The Washington State Department of Health is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over 40 years of age, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities are encouraged to apply. Applicants wishing assistance or alternative formats in the process should contact Linda Riggle at (360) 236-4226, Linda.Riggle@doh.wa.gov, or TDD Relay at 7-1-1 or 1-800-833-6388.
Application Process
Individuals interested in applying for this position should select the "Apply" button and submit the following:
1. A current and detailed applicant profile.
2. Three (3) or more professional references (to be included in your applicant profile). Please include at least one supervisor, peer, and if you’ve supervised other staff, a subordinate.
3. Responses to the Supplemental Questions.
The supplementary questionnaire can be found by following this link:
http://agency.governmentjobs.com/washington/job_bulletin.cfm?JobID=1146255[5/15/2015%203:37:05%20PM]
A Master's degree with study in public health, public administration, social work, public policy or comparable area of study and two years or progressively responsible work including supervisory or consultative expertise with a variety of public and/or private agencies, organizations, and/or levels of government in a related field, including health care policy analysis/implementation, coordination or consultation; health care planning; health services; social services; or Medicaid programs.