DSHS Office Manager

State of Washington Dept. of Social and Health Services - Seattle, WA (30+ days ago)3.4

If you have a strong administrative background and can hit the ground running when joining our team, this is an excellent opportunity for you! Put your wide-range of office organizational skills to work in the Department of Social and Health Services within the Division of Child Support (DCS) as an Office Manager.

You will be the facility coordinator and be responsible for providing direct support to the Appointing Authority, other managers, supervisors and staff for the Seattle Division of Child Support. Work will include serving as the liaison with the landlord, building management, contractors, vendors and other service providers regarding facility maintenance, repair and emergency repair.

As the Office Manager you'll:
  • Provide secretarial and administrative support to Appointing Authority to establish procedures and interpret and apply administrative policies to the work of the field office for King County.
  • Serve as primary liaison between Appointing Authority, Program Manager and Supervisory staff.
  • Process time and attendance for the field office.
  • Provide daily local management/monitoring of building operations, maintenance/repair, and janitorial for the King Street Office Building which includes the Division of Child Support, Department of Children, Youth, and Families, Juvenile Rehabilitation Administration, the Regional Business Center and MODWA. Liaison with building management and building engineers to relay problems.
  • Schedule/coordinate with staff, vendors (maintenance mechanics, electricians, plumber, etc.), and the landlord's building engineers for required facilities work. Authorize equipment repair and maintenance. Prepare required forms and electronic work orders for authorization of work. Serve as point of contact.
  • Coordinate the completion of justification requests for remodeling to accommodate workflow or for other office improvements/change needed.
  • Coordinate staff moves on and off-site; assist other offices with similar moves and office remodels. Agency moves from one location/building to another.
  • Schedule room use for internal and external staff and agencies using Outlook and SharePoint.
  • Represent Seattle DCS at King Street Building Safety meetings.
  • Monitor and manage security badge system for all employees.
  • Maintain large key inventory for meeting and storage rooms, desks, filing cabinets, and all other locked items.
  • Responsible for inventory control. Coordinate with Appointing Authority to authorize all transfers of DCS equipment between locations and all surplus items transferring out. Arrange surplus pickup.
  • Conduct training for DCS personnel in all aspects of facilities management including safety, security, and equipment.
  • Maintain OSHA records; Act on ergonomic assessments and requests from staff.
  • Serve as designated record custodian for the Seattle Field Office. Represent management and serves as the primary coordinator in assigned program areas.
  • Represent supervisor at facilities and building meetings.
  • Manage the office Commute Trip Reduction program and Parking.

What we're looking for:
  • Knowledge of office organization, methods, management principles and supervisory techniques
  • Ability to plan, organize, assign, review and coordinate work production
  • Excellent time management skills
  • Effective communication skills for a diverse range of audiences

Who should apply?
Professionals with...
One year of experience in State service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3;
Two years in State service as an Administrative Assistant 1, or Human Resource Assistant 1, involving supervisory or office management responsibility
A Bachelor's degree involving major study in business administration or closely related field AND one year of supervisory experience involving responsibility for planning, organizing and coordinating work in a business office.

Additional qualifying experience will substitute, year for year, for education.

Along with your online application, please submit:
A letter of interest explaining why you are the most qualified candidate for this Office Manager position and how you meet the required skills and abilities, as outlined in this qualifications section.

Questions? Contact Patti.Palmer@dshs.wa.gov or at 509-454-6917 and reference 05865

Supplemental Information Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social & Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.