DSHS ESA Office Manager

Description

DSHS ESA Office Manager

The Economic Services Administration (ESA) is hiring an Office Manager for the Division of Child Support (DCS). You will be the facility coordinator responsible for providing direct support to the Appointing Authority, managers, supervisors, and staff for the Seattle Division of Child Support.
 
As an Office Manager, you will work with the landlord, building management, contractors, vendors, and other service providers to facilitate facility maintenance, repair, and emergency repair. This can include space configurations, taking the lead in tasks related to office design and cube space with attention to building codes, space standards, employee safety, security, and ADA compliance. You'll also provide facility management and direct support to the District Manager (DM), enabling the success of other managers, supervisors, and staff

Note: King County employees receive 5% premium pay in addition to the advertised salary and are eligible to receive a free ORCA card for transportation use. After a probational period and training, a hybrid work schedule can be discussed based on business needs.
 
Some of what you'll do:

• Serves as the Administrative Assistant to the Seattle DCS Field Offices Appointing Authority to establish procedures, interpret and apply administrative policies to the work of the field office for multiple counties and tribes. 
• Coordinates with other departmental staff members on administrative practices and procedures.
• Prepares and disseminates confidential documents regarding personnel actions in conjunction with the Appointing Authority and Human Resources. 
• Communicates confidential personnel information with employees.
• Provides daily local management and monitoring of building operations; which may include maintenance, repair and janitorial services for DCS staff. Works with property management and day porter to resolve facility issues.
• Coordinates multiple aspects of day-to-day facility use.
• Manages office administrative operations including development and management of the administrative budget.
•  Serves as a management team representative at the Safety Committee meetings and assist with agency safety inspections and fire drills.
• Purchases office supplies and approves building wide invoices.
• Processes time and attendance and works with Human Resources to resolve any time and attendance issues. 
• Conducts asset management work with local IT.
• Updates organization charts, phone lists, and other records management tasks
• Responsible for inventory control within the DCS office and coordinates with Appointing Authorities on transfers of DCS equipment.

• Extensive experience with office organization, methods, and management principles in both large and multiple locations.
• Modern methods of performing various types of clerical work and measuring work production, office materials, supplies, and equipment.
• Inventory control and records management; supervisory techniques.
• Ability to plan, organize, and execute work.
• Be able to develop procedures for most effective utilization of space, equipment, and personnel.
• Establish and maintain effective relationships with internal and external customers. 
• Ability to communicate and prepare clear, concise, and factual reports.

• A bachelor’s degree with major study in business administration or a closely related field and one year of supervisory experience that includes planning, organizing, and coordinating work in a business office.
  OR
  
• One year of state service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3, or two years of state service as an Administrative Assistant 1 or Human Resource Assistant 1, or equivalent experience that includes supervisory or office management responsibilities.
  OR
  
• Five years of professional or practical experience with responsibility for planning, organizing, and coordinating work in a business office.
  
  

• An updated resume
  
• Cover Letter
  
  

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.

 
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