Administrative Asst III

Responsible for providing routine administrative support for assigned areas of the Newborn Screening (NBS) Unit. Distributes program information to internal and external customers verbally and in writing. Maintains NBS filing systems and spreadsheets. Helps with the preparation of reports, travel arrangements, supply inventory and ordering, scheduling and preparation for virtual and in-person meetings. Receives incoming telephone calls, faxes, e-mails. Scans and distributes documents for all areas of the Newborn Screening. Works with internal and external vendors. Generates work orders to support copiers, faxes, computers, phones, or other equipment. Helps with on- and off-boarding of employees. Responsible following agency processes to support privacy requirements. Serves as back-up to the unit Administrative Assistant IV.  Work involves supporting the work of the unit staff, keeping filing systems, giving information, and communicating with internal and external customers. Assists the Advisory Committee position. The position requires communication skills, thoughtfulness, organizational and planning skills to carry out assignments independently. Works under general supervision of the Newborn Special Projects Manager with moderate latitude for initiative and independent judgment. 

Essential Job Functions (EJFs): 

EJF 1 (20%) Provides general administrative and customer support for the Newborn Screening Unit. Creates and edits documents using Excel and Word. Reviews documents for accuracy, grammar, formatting, and accessibility, following agency guidelines. Provides administrative support for Newborn Screening meetings, committees, and training. Receives, analyzes, distributes, and takes proper action for incoming mail, email, and telephone calls for the unit. Scans documents, distributes scanned electronic documents to program staff, and enters data from scanned documents into proper databases. Organizes, and distributes information, including educational materials, staff training materials, and policies and procedures. 

EJF 2 (20%) Evaluates requests and inquiries to decide which are priority matters and alerts accordingly for unit Managers and manages Outlook and meetings for the unit managers. Keeps Manager informed of pending decisions and commitments. Compiles and enters data for charts, graphs, databases, summaries, or reports into DSHS databases. Helps in the preparation of reports. Helps with scheduling, records management, and notes.  Assists the Advisory Committee position.

EJF 3 (10%) Maintains electronic filing systems and ensures folder access according to policy and procedures. Submits work orders and requests, giving staff appropriate access to shared folders and SharePoint. Maintains employee information in secure folders. Coordinates review of access to shared folders to ensure privacy standards are met.  

EJF 3 (15%) Assist unit managers with general human resources work, including employee hiring and exiting processes, orientation of new employees, scheduling interviews, creating new employee files, creating, and distributing protocols and orientation packets, and sending new employee paperwork.  

EJF 4 (15%) Coordinates assigned virtual and in-person meetings within the unit, supporting groups as needed. Records, transcribes, and distributes minutes within established time limits as directed by the Manager or designee. Helps director’s administrative assistant in maintenance of the master schedule of all meetings. Responsible for making necessary room arrangements and coordinating set-up and audiovisual equipment, and other planning tasks, as needed. Prepares, plans, and prepares handouts and other materials necessary for assigned meetings, as needed.  

EJF 5 (15%) Helps with travel arrangements and prepares travel vouchers; monitors supplies and completes supply orders. Coordinates internal and external vendors and DSHS Information Systems to ensure office equipment stays in working order. Generates, sends, and keeps records of work orders to support copiers, computers, phones, or other equipment. Makes sure actions are completed. Maintains inventory and orders supplies and equipment as needed. Enters requisitions into the DSHS financial information system with accuracy and timeliness. Tracks orders and documents the accuracy of the order and recipient. Makes sure actions are completed. Maintains a schedule and informs leadership of agency deadlines for sending orders.  

EJF 6 (5%) Other duties as assigned include, but are not limited to, actively taking part in and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment or location. 

Knowledge, Skills and Abilities (KSAs):