Administrative Support Specialist (AA 4) DOH8980

We need to output HTML fragment with sections: headings

for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. Only include sections if posting has real specific content. We must not repeat job title. No Job ID etc. Remove boilerplate. We need to preserve all substantive info. We need to parse the description. Key parts: - Description: home-based remote position open to WA, OR, ID residents. Work may be performed remotely or from office in Tumwater, WA based on preference. - The Opportunity: description of role. - Key Responsibilities Include: list of responsibilities broken into categories: Executive & Office Administration Process Documentation, Meeting, Event, & Presentation Logistics, Travel, Training, & Conference Coordination, Monitoring Personnel Actions, Recruitment, & Onboarding, Partner Relationships & Backup Support. - Why You’ll Love This Role: description. - Required Qualifications: multiple pathways: Option 1, Option 2. - Additional Required Knowledge, Skills, Abilities, And Experience: list. - DOH Required Competencies: list of competencies. - Preferred Qualifications: list. - Employee Benefits: description. - About The Washington State Department Of Health: description. - Working Conditions: description includes Work Setting, Exposure, Sedentary, etc. - Schedule: description of standard hours, flexible schedule, not normally exceed 40h. - Travel Requirements: description. We need to map to sections: About the role (maybe The Opportunity + Why You'll Love This Role?), Responsibilities (Key Responsibilities Include), Requirements (maybe Required Qualifications + Additional Required Knowledge...), Qualifications (maybe Preferred Qualifications?), Skills (maybe list of skills from Additional Required Knowledge...), Benefits (Employee Benefits), Pay (not mentioned, so omit), Schedule (Schedule section), maybe also Working Conditions? Not in list of allowed headings; we could put under Responsibilities? But we must only use allowed headings. The instruction: "use

for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It says e.g., meaning those are examples; we can use those headings. We should not create other headings like Working Conditions. Could incorporate Working Conditions into Responsibilities or About the role? Probably better to include as part of About the role or Responsibilities? But we must not invent sections with filler. We could include Working Conditions under About the role as prose. Or we could create a section "Working Conditions" but not in allowed list; better to avoid. So we embed that info in About the role or Responsibilities. Similarly Travel Requirements could go under Responsibilities (maybe under Travel, Training, & Conference Coordination). Already covered. Pay not mentioned, so omit. Schedule: we have content. Thus sections: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Schedule. We need to decide what goes where. About the role: include description of role, opportunity, why you'll love, maybe working conditions. Responsibilities: list of responsibilities (the bullet points). Use

• . Requirements: maybe Required Qualifications (options) plus Additional Required Knowledge, Skills, Abilities, And Experience? But that overlaps with Skills. Could separate: Requirements = Required Qualifications (options). Qualifications = Preferred Qualifications. Skills = Additional Required Knowledge, Skills, Abilities, And Experience (list). Benefits = Employee Benefits. Schedule = Schedule info. We must not repeat content. Ensure we preserve all substantive info. Let's extract each. About the role content: - This home-based (remote) position is open to Washington residents and those living in Oregon and Idaho only. Work may be performed remotely or from our office located in Tumwater, WA, based on the employee’s preference. - The Opportunity paragraph: "The Administrative Support Specialist plays a crucial role in ensuring the smooth operation of the Office of Government and Community Affairs (OGCA) by providing comprehensive administrative support. This position encompasses quality assurance for administrative documents, coordination of meetings and events, and management of personnel processes, all while fostering collaborative relationships with internal and external partners. By effectively organizing resources and documenting processes, the specialist not only supports ongoing initiatives but also enhances the overall efficiency and effectiveness of the Office's mission. This position requires working knowledge of the OGCA mission, its goals and objectives, and policies and procedures. Work is assigned and delegated by the Director of Public Health Systems and the Director of Performance and Policy." - Why You’ll Love This Role paragraph: "This role plays a key role in the success of high visibility programs with Washington state’s governmental public health system including Foundational Public Health Services and the State Health Improvement Plan. You will regularly connect and collaborate with local health jurisdictions, Tribes, Washington State Board of Health, other state agencies, and cross-sector partners. You will be part of a dynamic and supportive team that works to support the advancement and availability of essential public health services across the state and drive impact and improvement to Washington’s public health systems." - Working Conditions: "Work Setting This position may work from home, a DOH facility, or remotely from an alternate location. The official duty station for this position is home-based. If onsite work is requested by the supervisor, the request will be planned and communicated in advance.Exposure to hazards is limited to those commonly found in indoor at home or office environments.This position is sedentary, working at a computer for extended periods.The position requires repetitive use of a computer, inputting data and navigating a database, creating and modifying electronic documents, and using email and the internet." We could combine Working Conditions into About the role as a paragraph. Now Responsibilities: list from "Key Responsibilities Include" with subcategories. We need to capture each bullet. Let's extract: Executive & Office Administration Process Documentation: - Document office administrative processes and maintain them electronically in SharePoint, Teams, and the Agency Share Drive. - Space Management: Coordinate space management and assist in long-range planning for space utilization and renovations. - Special Projects: Complete special projects for OGCA Directors and Foundational Public Health Services enterprise, tracking progress, and providing regular updates on challenges. - Quality Assurance: Review and provide quality assurance oversight for administrative documents requiring signatures, and maintenance and creation of forms and templates - Timekeeping: Support payroll and attendance-keeping activities for the OGCA team. - General Support: Perform other duties as assigned by leadership. Meeting, Event, & Presentation Logistics - Scheduling: Organize and schedule meetings and events with internal and external partners for OGCA team members. - Meeting Support: Provide note-taking, attendee support, Zoom/Teams set-up and management, technical coordination, and logistics for in-person, virtual, or hybrid meetings (e.g., FPHS, SHIP, PHAB). - Materials & Presentations: Prepare meeting materials for partner engagements and coordinate with Communications to build presentation decks for directors. Travel, Training, & Conference Coordination - OGCA Travel: Arrange travel, handle conference registrations, and process reimbursements for team members. - Agency-Wide Events: Coordinate registrations, travel, reimbursements, and organizer communications for major agency-wide conference attendance. - Professional Development: Stay up to date with administrative training. Monitoring Personnel Actions, Recruitment, & Onboarding - Hiring Assistance: Submit hiring tickets, schedule interviews, organize panel notes, and move candidates through the Online Hiring Center. - Onboarding & Offboarding: Assist with onboarding activities for new employees and monitor offboarding processes. - Tracking & Reporting: Maintain a real-time status report of vacancies, recruitments, and separations; prepare monthly status reports for the budget team and Deputy Chief of Policy. - Ticket Management: Submit and track Service Central tickets for all OGCA personnel actions while identifying workflow improvements. - Org Chart Management: Serve as the OGCA coordinator for organizational charts; design and submit changes using Visio software. Partner Relationships & Backup Support - Admin Networks: Build relationships with other administrative assistants by regularly participating in lead admin meetings. - Partner Engagement: Participate in events that support external and internal partner engagements. - Executive Backup: Act as the backup to the Deputy Chief of Policy Confidential Secretary; maintain their calendar, manage meeting requests, and provide required materials during their absence. Now Requirements: Required Qualifications (options). Option 1: Four (4) years of experience providing administrative or operational support that included coordinating multiple administrative activities, maintaining records and documentation, preparing professional materials, tracking assignments or projects, and supporting leaders, teams, or programs. Option 2: An associate degree or higher in business administration, public administration, office administration, organizational management, or a related field and one (1) year of experience providing administrative or operational support that included coordinating meetings or schedules, preparing documents or materials, maintaining records, and tracking assignments or projects. Additional Required Knowledge, Skills, Abilities, And Experience (list): - Experience coordinating complex administrative activities, such as meetings, calendars, events, travel, reimbursements, records, or other office operations. - Experience tracking multiple assignments, projects, or administrative processes and maintaining accurate status information, documentation, and deadlines. - Skilled in preparing and reviewing professional documents, correspondence, presentations, meeting materials, or reports for accuracy and completeness. - Proficient in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams or comparable business productivity software. - Experience organizing and maintaining electronic records, files, and shared documentation. - Experience communicating and coordinating with internal and external partners to obtain information, schedule activities, resolve administrative issues, or complete assigned work. DOH Required Competencies (list): - Cultural Humility - description. - Equity and Inclusion - description. - People Impact Orientation - description. These could be considered part of Requirements or Skills? They are competencies. Could be placed under Requirements or maybe under Skills. But we already have Skills section for the Additional Required Knowledge... We could put competencies under Requirements as well, but we need to avoid duplication. Perhaps we treat Required Qualifications as Requirements, and Additional Required Knowledge, Skills, Abilities, And Experience as Skills, and DOH Required Competencies as part of Requirements? But we already have Requirements section; we could include competencies there as part of Requirements (maybe as a sublist). However the instruction: "Prefer a few substantive sections over many thin ones." So we could combine Required Qualifications and DOH Competencies into Requirements section. But we also have Skills section for the Additional Required Knowledge... That seems okay. Qualifications: Preferred Qualifications list. Preferred Qualifications: - Experience providing administrative support to senior leaders, executives, or multiple program leaders. - Experience supporting recruitment, hiring, onboarding, offboarding, or other personnel-related administrative processes. - Experience coordinating conferences, large meetings, trainings, workshops, or events involving multiple participants or organizations. - Experience with SharePoint or comparable document-management and collaboration platforms. - Experience creating or maintaining organizational charts using Visio or comparable diagramming software. - Experience supporting payroll, timekeeping, travel, purchasing, or reimbursement processes. - Experience documenting administrative procedures, workflows, or standard operating processes. - Experience working in government, public health, healthcare, nonprofit, or another complex organization involving multiple programs and external partners. Benefits: Employee Benefits paragraph. Schedule: Schedule paragraph. Now we need to output HTML fragment with

  headings and appropriate

  or

  • . We must not include markdown code fences. Let's craft. Structure:

    About the role

    ... combined paragraphs ...

    Responsibilities

    • ... each bullet ...
    ...
    We need to decide how to format subcategories. Could keep as plain list items; maybe include the subheading as part of the li text (e.g., "Executive & Office Administration Process Documentation: Document office administrative processes..."). We'll just list each responsibility as a li.

    Requirements

    Option 1: Four (4) years of experience providing administrative or operational support that included coordinating multiple administrative activities, maintaining records and documentation, preparing professional materials, tracking assignments or projects, and supporting leaders, teams, or programs.

    Option 2: An associate degree or higher in business administration, public administration, office administration, organizational management, or a related field and one (1) year of experience providing