Administrative Assistant 4

Full Job Description

Administrative Assistant 4
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work.

We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes.

We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.

Let’s build what’s next, together.

The Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

This position reports directly to the Assistant Director (AD) of the HD division. This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, serve as project manager or project coordinator for special projects, and provides leadership and coaching to the HD Lead Support Team.

The quality of performance of the incumbent in this position directly affects the AD’s ability to manage and coordinate all division functions and implementation of agency mission and goals.

This position also supervises lower-level administrative assistant staff and serves as the administrative lead for HD administrative staff.

This position is based in Olympia with an in-office requirement.

Requirements

Provide high-level, complex administrative support to the AD and Deputy AD of HD.
Tasks include:
• Exercise signature authority on administrative matters.
• Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality.
• Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc.
• Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD’s or Deputy AD’s signature.
• Schedule management team and administrative unit team meetings, prepare agendas, and take and distribute meeting notes.
• Coordinate, prepare and facilitate various division meetings and events.
• Coordinates in state and out of state travel. Tasks include scheduling hotels, flights, itineraries, and reserving rental vehicles. Prepare and submit related travel reimbursements.
• Manages incoming mail, emails, phone calls, and voice messages on behalf of the AD, acts independently on issues where authority is delegated. Responds to inquiries and directs correspondence to the appropriate contact. Highlights priorities and informs the AD and Deputy AD on these items.
• Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director’s Office, the Governor’s Office, the Office of Financial Management, and other internal or external and executive staff.
• Screen, sort, and prioritize appointments for AD or Deputy ensuring appointments are triaged accordingly.
• Prioritize and complete various deadline driven projects as assigned.
• Respond to general inquiries from stakeholders verbally and in writing regarding the division.
• Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up.
• Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities.
• Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.
• Review, correct, track, and approve all materials for AD signature including contracts, personnel documents, correspondence, travel requests, purchase requests, STAR forms and Leave Requests, and other documents for approx. 200 staff members.
• Address division and agency groups on efficiencies, department and division functions, and policies, and answer questions and provide guidance regarding agency and division operations.
• Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents.
• Coordinate with the division’s Organizational Development and Communications Specialist, Policy Director, Managing Directors, and Program Managers to develop speaking engagement materials and other resources for conferences and meetings.
• Serve as backup division records coordinator.

Division process improvement and project management
Tasks include:
• Investigate operating methods and procedures in various agency and division functional areas and develop and offer improved methods. Drive continuous improvement for processes and for the AD and Deputy AD.
• Manage and coordinate workflows and ensure completion of multiple, simultaneous HD HR actions, major projects/studies, agency assignments, etc.
• Track and coordinate all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the HD Management Team when responding to agency assignments.
• Manage and keep up to date division distribution lists (i.e., HD all staff, HD management team, HD deputies, HD Supervisors, HD contract managers) divisional tracking systems such as Freeze requests and out of state approvals.
• Track and oversee divisional response to all deadlines, including annual performance development plans, mandatory trainings, etc.
• Serve as project manager for division all staff meetings, leading a team of unit representatives to plan and execute two semi-annual all staff meetings.
• Serve as project manager or project coordinator for special projects assigned by AD or Deputy AD.

Supervise and coach administrative staff
Tasks include:
• Supervise professional staff.
• Oversee the work performed by the staff.
• Delegate workload responsibilities and assignments to staff.
• Provide regular feedback, coaching, and guidance to staff.
• Evaluate staff performance and address performance concerns as necessary.
• Recommend corrective and/or disciplinary actions to the AD and Deputy AD.
• Encourage and support staff professional development goals and opportunities.
• Manage staff mandatory training requirements ensuring timely completion.
• Perform all aspects of the hiring process, ensuring adherence to all agency hiring procedures and fulfillment of requirements in coordination with HR.
• Monitor and ensure all mandatory and position specific trainings are completed prior to their respective due date.
• Work with staff to identify additional training needs that support growth and development.

Provide leadership and coaching to the HD Lead Support Team
Tasks include:
• Chair and facilitate regularly scheduled HD Lead Support Team meetings with the Lead Support team consisting of staff who provide administrative support throughout the division.
• Lead the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness to meet the needs of internal and external customers. This includes working with Lead Support and the HD Management Team to update comprehensive procedures on personnel processes, travel, purchasing, contract standards, delegated signature authority, correspondence, time accounting, and other operational guidelines found within the division Procedure Manual and other areas.
• Act as the liaison between HD Management Team and the Lead Support Team to create cohesiveness, collaboration, and clear communication between both teams.
• Relay pertinent information and updates from the agency Executive Leadership Team and the HD Management Team to division staff ensuring clarity and awareness for division staff.
• Provide guidance to all units’ lead support staff on changes in administrative procedures, upcoming work assignments, and cross-coordination efforts between division programs.
• Identify division best practices to ensure items from the units requiring the AD’s or Deputy AD’s approval meet requirements and are complete and accurate.

Qualifications

Required Position Qualifications:
Four (4) years of combined experience and/or education as described below:
Experience must include the following areas:
• Office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Coordinating schedules and supporting in-person and virtual meetings and events, preparing materials, and documenting outcomes to ensure productive collaboration and follow-up.
• Drafting, editing, and formatting correspondence and reports.
• Delivering responsive, respectful customer service and building effective working relationships with staff, partners, and the public.
• Prioritizing and managing multiple assignments; exercising sound judgment and problem-solving skills; maintaining confidentiality, ethical conduct, and accountability for work quality and timeliness.
• Ability to write and speak effectively, and coordinate and supervise the work of administrative support staff.
• Intermediate skill in the use of all Microsoft Office software (Word, Excel, PowerPoint, and Outlook).

OR
One (1) year as an Administrative Assistant 3 or Two (2) years as an Administrative Assistant 2

Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system may substitute for one year of professional experience.
• What is lived experience? Lived experiences is relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid
experience, academic or a combination of experiences. The above-listed experience will demonstrate that a candidate possesses the necessary knowledge, skills, abilities, and competencies to successfully qualify for and perform the duties of the position.

Education involves business administration, public relations, communications, or closely related field. Qualifying education post High School or equivalent may be substituted year for year for experience.

Examples of how to qualify:
• 4 years of experience
• 3 years of experience and 1 year of education
• 2 years of experience and 2 years of education
• 1 year of experience and 3 years of education
• 0 years of experience and 4 years of education

Preferred/Desired Qualifications:
• Experience working in state government providing administrative support.
• Experience and/or training in change management, project management, or communications.
• Experience using Microsoft Teams, SharePoint, and/or Monday.com.
• Experience with records management and/or responding to public records requests.
• Experience providing excellent customer service.
• Demonstrated understanding of processes in working with media, elected officials, and executives of the Governor’s Office.
• Experience supervising one or more employees including hiring staff, training and development, assigning work, evaluating performance, and taking corrective action.
• Strong interpersonal skills, ability to work with all levels of internal management and staff, as well as outside clients, partner groups, and customers.
• Demonstrated ability to prioritize and manage multiple projects simultaneously, handle quick deadlines, and follow-through on issues in a timely manner.
• Demonstrated experience in managing schedules, coordinating meetings, and making travel arrangements.
• Experience in planning and coordination of team-based activities.
• Experience in contracts, budget, and fiscal management.
• Comfortable speaking before large groups.

Required Position Competencies:
• Teamwork--Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.
• Attention to detail – Produces high-quality, accurate, and complete work by carefully reviewing and understanding relevant information and processes. Corrects inconsistencies, mistakes, and errors when proofreading materials, and adds in any missing information before they impact people and results. Organizes information clearly, follows policies, processes, and guidelines.
• Motivated self-starter with initiative to take independent action and own your work.
• Creative and proactive problem solver; must possess the ability to make independent decisions and judgments about work priorities.
• Well organized, flexible, proactive, resourceful, and efficient with strong attention to detail.
• Ability to work with diverse groups and individuals to meet shared goals and outcomes.

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.

Additional Information

This position is based in the Olympia office though occasional in-state travel to attend events or meetings may be required. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.

Our Commitment to Equal Opportunity
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.