Logo
State of Washington

DSHS ESA Office Manager

State of Washington, Vancouver, Washington, United States, 98662


Salary:

$3,728.00 - $4,987.00 Monthly

Location :

Clark County - Vancouver, WA

Job Type:

Full Time - Permanent

Job Number:

2024-10133

Department:

Dept. of Social and Health Services

Division:

ESA

Opening Date:

09/13/2024

Closing Date:

9/27/2024 11:59 PM Pacific

Salary Information:

The high end of the salary range, Step M is typically a longevity step

Description

DSHS ESA Office Manager

This position covers the Region 3 south area for the Division of Child Support office located in Vancouver. Includes serving as a liaison to the Building Manager, contractors, vendors and others regarding facility and equipment maintenance. The position applies specialized knowledge and independent judgment in resolving technical problems within established guidelines and is the primary contact person to provide liaison services for DCS facilities in the Vancouver Field Office.

The position provides direct support to the Appointing Authority and other managers and supervisors and has budget oversight and expenditure controls for supplies, maintenance, equipment, travel and training. Coordinates/completes preparation of documents and participates in budget development, equipment/supplies purchases and report preparation. The position prepares confidential documents regarding personnel actions in conjunction with the Appointing Authority and Human Resources. The position represents the supervisor in communication with employees regarding confidential personnel information.

This position is responsible for overseeing all purchasing under the District Manager for 85+ DCS staff over a six-county area (Clark, Cowlitz, Klickitat, Pacific, Skamania and Wahkiakum) and for monitoring and managing "hotel" sites for other divisions and partners. This scope of work includes asset management, records management, filing systems, records classification, retention and disposition, management expense reports and forecasts, security system monitoring and designing office space layouts. DCS is not the lead tenant in the building so any communication with the landlord would be routed through the Building Manager.

Some of what you'll do:Provide direct support to DSHS ESA DCS Region 3 (Appointing Authority) District Manager in VancouverServes as the administrative assistant to the DCS Vancouver Field Office Appointing Authority to establish procedures and interpret and apply administrative policies to the work of the field office for six counties and one tribe and represents the Appointing Authority's policies/viewpointsProvides secretarial and administrative support to the Appointing Authority, Child Support Program Manager and other supervisory staff; coordinates office operations, keeps Appointing Authority's calendar, makes travel arrangements, transcribes meeting minutes, screens calls and visitors. Serves as the primary liaison between the Appointing Authority and other office staff, relaying assignments and requesting status on assignments. Coordinates with other departmental staff members on administrative practices and procedures. Develops and maintains effective working relationships with facilities maintenance and vendors. Prepares confidential documents regarding personnel actions in conjunction with the Appointing Authority and Human Resources. Provides support for hiring activities and processing of hiring documents. Assists with employee on-boarding and off-boarding. Represents supervisor in communication with employees regarding confidential personnel informationDesignated records custodian for the Vancouver Field Office. Installs filing systems, arranges for records classification, retention and disposition. Represents management and serves as the primary coordinator in assigned program areas including OSHA Record Keeper, Notary Public Coordinator, Employee Transportation Coordinator, Corporate Travel Card (CTA) Manager, CTA Log Manager, automated inventory system representative, access card system coordinator, and records management coordinator. Coordinates with other departmental staff in preparation of documentation for fee requests for items required to carry out the mission of the Division of Child Support, Vital Records fees, and certified records fees from other statesManages time and attendance for the field office. Maintains leave accruals and balances and corrects discrepancies on attendance and time to ensure accurate reporting for federal reimbursement for over 85+ employees in the region. Prepares payroll journal for Appointing Authority's review and signature; assists with travel reimbursement requests, work with Child Support Program Manager to complete Meeting Expense Preauthorization forms, assist with training requests and miscellaneous memos required to conduct daily business. Sets up new employee SEMS and Leave TrackerProvides daily local management/monitoring of Vancouver DCS Field Office operations, request maintenance/repair and janitorial for DCS staff through the Building ManagerThis position coordinates multiple aspects of day-to-day facility use and scheduling, and reports directly to the Division of Child Support Appointing Authority for Region 3 south in Vancouver.Schedules/coordinates with the Building Manager for required facilities work including maintenance contracts and emergency repairs work. Serve as point of contact for Building ManagerAttends the DSHS Vancouver East Complex Facilities/Building Management Committee and Safety Committee meetings as neededMaintains and creates current building floor plans, generates office designs that integrate required elements for optimum use of space with attention to building codes, space standards, employee safety, security, ADA requirements and maximum productivity. Creates plans for future needs as required. Updates ESA Space Registry.Coordinates the completion of justification requests for remodeling to accommodate workflow for other office improvements/changes needed. Works closely with managers, supervisors and staff to ensure workstations best accommodate employee's needsCoordinates staff moves on and off-site; assists other offices with similar moves and office remodels. Helps coordinate agency moves from location/building to another.Monitors and manages security badge system for all employees. Ensures appropriate permission levels and correct programming and de-commissioning of new or terminating cards. Custodian of temporary staff and visitor badges; checks them out and maintains the electronic security badge logServes as telecommunications coordinator to the IT unit responsible for the statewide telecommunications systemWhat we are looking for:Extensive experience with office organization, methods and management principles in both large and multiple locationsLeadership skills with employees requiring extra support and guidanceExtensive inventory, supply, purchasing, equipment and maintenance supportExperience working with various contractors, vendors, partners and professional units to resolve issues. Experience working with multiple programs, units, and locations to devise operational policiesExperience using TRACKS system for inventory and surplus managementExperience with records retention, control requirement and storageExperience with building security systems, card key equipment, and security control managementWho should apply?A bachelor's degree involving major study in business administration or closely allied field

AND

One year of supervisory experience involving responsibility for planning, organizing, and coordinating work in a business office

OR

One year of experience in State service as an Administrative Assistant 2, Human Resource Assistant 2 or Data Compiler 3

OR

Two years in State service as an Administrative Assistant 1 or Human Resource Assistant 1 or equivalent involving supervisory or office management responsibility.

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

Apply? Please include:

Updated ResumeThree professional references with contact informationLetter of interest describing your experience and explaining how you meet the required skills and abilities as outlined in the qualifications section

Our Department of Social and Health Services (DSHS) mission to Transform 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 mission that you bring an equity, anti-racism and social justice commitment to your work with DSHS. We strive to create greater access and affirming representation of the communities we serve, 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.Questions about this opportunity?

Please contact peter.bonato@dshs.wa.gov or call the main line at (360) 725-5810 and reference job number 10133

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 and 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.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

More than Just a Paycheck!Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note:

If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance BenefitsEmployees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred CompensationState Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social SecurityAll state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan ForgivenessIf you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

HolidaysFull-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note:

Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick LeaveFull-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note:

Most agencies follow the civil service rules covering leave and holidays for

exempt

employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military LeaveWashington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement LeaveMost employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional LeaveLeave Sharing

Family and Medical Leave Act (FMLA)Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022