Executive Correspondence And Sharepoint Coordinator (Ps2) Non-Permanent -Doh8404

Executive Correspondence and SharePoint Coordinator (PS2) This is a full-time, home-based (remote), non-permanent (6-month duration) Program Specialist 2 (PS2) position.
The Executive Correspondence and SharePoint Coordinator (PS2) ensures written content from the division of Health Systems and Quality Assurance (HSQA) meets professional business standards and appropriately represents the division Assistant Secretary and the Deputy Assistant Secretary for Policy. As the Executive Correspondence Specialist, you will act on behalf of HSQA leadership to research escalated complaints from the public, collect data and information, and maintain records of interactions as part of the executive correspondence process. In this role you will manage professional business messages and craft unique response correspondence, reports, and content that is cogent, coherent, complete, and concise.
What You Will Do: Manage Executive Correspondence on behalf of HSQA Leadership:Research escalated complaints from the public, collect data and information, craft unique response correspondence.Maintain records of interactions as part of the executive correspondence process.Prepare executive and unique business correspondence, such as constituent, or partner agency correspondence, Dear Tribal Leader letters, and responses to inquiries from the public, Governor's office, health profession associations, and others.Research, synthesize, and summarize unique internal communications such as messages from the Assistant Secretary, policies, protocols, newsletters, business meetings, equity messages, and more.Employ technical skills as the division's SharePoint Coordinator:Develop, design, configure, and maintain division SharePoint sites, libraries, and lists, including those for the legislative and policy work.Manage, maintain, and support the division SharePoint pages to ensure smooth operation, current content, and alignment with agency standards.Provide user training and support to staff, effectively using features and functionalities and respond to user queries, issues, and concerns.Apply expertise to review, proofread and edit documents:Review documents for correct vocabulary, spelling, grammar, punctuation, format and style, checking for accessibility and readability and apply Plain Talk principles.Proofread draft legislative reports, resolving typos, formatting, and structure issues before submission, exercising careful discretion around technical language.Lead and facilitate Divisional policies and procedures:Chair the division policy committee and lead the development and maintenance of an organized policy and procedure resource as a framework of how our business functions.Facilitate policy and procedure work group discussions, governance and structure and coordinate with offices to ensure business policies and procedures are current, complete, and accurate.Ensure policies and procedures follow agency style guide, accessibility guidelines, and adhere to best practices.Perform regular audits and reviews of existing policies and procedures to ensure they reflect current practices and policies.You're Our Ideal Candidate If: You share our commitment to building a culture of belonging by seeking to understand, respect and value others' perspectives.You're prepared to contribute to the division's equity strategy; You value diversity, equity and inclusion and infusing diverse voices and perspectives into your work and you're willing to engage courageously and openly in conversations on sensitive or difficult subjects.You demonstrate emotional intelligence by being mindful of culture when developing and delivering content. You can see the needs and objectives of others and take them into account and adapt your approach while achieving your objectives.You demonstrate resilience in modeling outward (open) behaviors including seeing people like ourselves, whose goals, objectives, needs, and challenges matter.Required Qualifications Experience defined below may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile. You must meet ONE of the provided options and additional criteria listed: Option 1: Five (5) years' experience performing research and crafting original professional written content in unique or unanticipated situations (i.e. constituent correspondence, reports, press releases, presentations, marketing materials, technical manuals, or comparable business communications).Option 2: Bachelor's degree in English, journalism, communication studies, public relations, business administration or comparable field of study. AND One (1) year experience crafting original professional written content in the form of executive correspondence, reports, press releases, presentations, marketing materials, technical manuals or comparable business communications.AND the following (applies to both options): Document management experience in the key aspects of document management (creation, version control, document storage/retrieval, and access control).Intermediate skill in SharePoint administration:Setting permissions and managing site accessCreating and customizing SharePoint pagesUsing workflows and automation for basic processes.Creating and managing sites, libraries, lists, and subsites.Using discussion boards and surveys.Intermediate skills for programs within MS Office Suite: Word: Use mail merge, create templates, use SmartArt, format documents, use style tools, create forms, use edit restrictions for document protection.Excel: Use formulas, create graphs and charts, sorting and filtering data.PowerPoint: Customize templates, use animation, hyperlinks and action buttons, embed video and audio files.Outlook: Using rules, creating/scheduling/delegating tasks, sharing and configuring calendars.OneNote: Embedding documents, sharing notebooks, creating checklists and tables.Professional Competencies: Team Achievement Orientation:Contributes individually and as part of a team to achieve results.Sets clear goals, meets deadlines, and produces accurate work.Breaks larger goals into measurable tasks and fosters collaboration for group success.Builds trust through inclusive partnerships and shared innovation.Analysis and Problem Solving:Identifies problems and designs effective, data-driven solutions.Analyzes processes for gaps and ensures solutions are equitable and culturally sensitive.Evaluates risks and benefits, ensuring proposed changes address diverse perspectives and impacts.Preferred Qualifications: One (1) year of experience collaborating with diverse internal and external partners, including senior leadership, tribal leaders, and public representatives, to ensure clear and effective communication.One (1) year of experience managing multiple complex tasks or projects in a remote work environment, ensuring deadlines are met while balancing competing priorities.One (1) year of experience crafting formal correspondence for government agencies or public entities, adhering to established protocols and guidelines.One (1) year of experience training staff on SharePoint functionality and document management practices, ensuring smooth operation and compliance with organizational standards.One (1) year of experience handling sensitive or escalated issues in writing, adapting communication to meet the needs of diverse audiences.One (1) year of experience managing, organizing content, and implementing workflows using SharePoint and other tools to maintain up-to-date, accessible information repositories.APPLICATION DIRECTIONS: To apply, click "Apply" and complete the application. Attach your resume, and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you've supervised or led, if applicable). Please do not include private information such as social security number or year of birth.
Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting. Do attach the following: ResumeCover letterDD-214 (if applicable)Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.
DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran's status, military status, genetic information, sexual orientation, gender expression, or gender identity.
Questions and Accommodations: If you have questions about this position, please contact Kristina Cox at 360-236-4152 or . For general DOH recruitment questions, email the Talent Acquisition Team at .
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