DSHS OOS Office Services Manager 2

Description

DSHS OOS – Office Services Manager 2

The Washington State Department of Social and Health Services is seeking an Office Services Manager 2 to support the Office of Fraud and Accountability (OFA) in Olympia, Washington. This position serves as the principal assistant to the Operations Chief and provides critical administrative and operational support to leadership and staff across the state.

With delegated authority, the Office Services Manager 2 oversees a broad range of office services that keep daily operations running smoothly and in compliance with state and federal requirements. This role supports investigative, administrative and management staff by ensuring systems are reliable, records are accurate and staff have the tools and resources they need to perform their work safely and effectively.

This position is well suited to someone who brings strong organizational skills, sound judgment and a steady approach to managing complex administrative functions in a highly confidential environment. The work is varied, detail-oriented and essential to the success of the Office of Fraud and Accountability’s mission to protect public resources through fraud prevention and accountability.

• Coordinate purchasing and asset management by ordering equipment, furniture, and supplies; processing invoices and purchase orders; maintaining inventory records; and overseeing maintenance contracts, surplus, and office moves.
• Manage the office vehicle fleet by maintaining inventory and records, coordinating repairs, tracking mileage and utilization, requesting vehicle plates, and serving as liaison with the state’s Fleet Operations and Transportation offices.
• Serve as the Information Technology and Telecommunications Coordinator by assisting staff with computer access, troubleshooting, and repairs; managing telephones and equipment; coordinating installations and upgrades; and ensuring staff have the tools needed to work effectively.
• Oversee records, forms, and data management by ensuring compliance with retention schedules, coordinating archival and destruction of files, and processing subpoenas and public disclosure requests.
• Arrange and process staff travel by coordinating travel accommodations, verifying reimbursements, and maintaining accurate travel documentation and records.
• Maintain time and attendance records by processing timesheets, leave requests, and payroll entries, auditing balances, and preparing required payroll and attendance reports.
• Provide confidential administrative support by assisting with new employee background checks, managing credentials and access, handling investigative documentation, and supporting criminal case referrals.
• Respond to inquiries, prepare correspondence and complete special projects and assignments as needed.

• A bachelor’s degree* in business administration or a related field AND three years of experience in office or business management, administrative analysis, or closely related work.
  OR
• Three years of experience in Washington State service in roles such as Manager, Office Services; Office Manager; Administrative Assistant 3; Management Analyst 1; or an equivalent position.

• Judgment, discretion, and confidentiality: Ability to handle sensitive, confidential, or high-visibility information with professionalism, neutrality, and sound judgment, including situations that may involve heightened emotions or competing interests.
• Operational excellence and process management: Can manage high volumes of work accurately and on time, apply established procedures consistently, and maintain reliable systems that support smooth day-to-day operations.
• Organization and prioritization: Strong organizational skills to plan work, structure the day, and balance urgent, unexpected requests alongside ongoing responsibilities that require sustained attention to detail.
• Problem-solving and independent decision-making: Ability to investigate issues, analyze information, and resolve complex or sensitive problems independently while applying policies, procedures, and best practices.
• Administrative and records management knowledge: Working knowledge of office procedures, records retention practices, purchasing processes, and business equipment used to support administrative operations.
• Communication and customer service: Ability to communicate clearly and respectfully, both verbally and in writing, and maintain effective working relationships with staff, leadership, and customers in a professional and neutral manner.
• Technology and systems proficiency: Proficiency using Microsoft Office programs such as Word, Excel, and Outlook, as well as electronic purchasing, inventory, or asset management systems to support tracking, reporting, and documentation.
• Physical capability: Comfortable performing tasks related to records retention, including filling, stacking and transporting boxes.

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.