Administrative & Operations Support Specialist

Full Job Description

We Want You to Join Our Passionate Public Defense Team!

The Washington State Office of Public Defense is seeking a full-time Administrative & Operations Support Specialist to provide leadership and coordination for administrative staff, as well as support for agency and building operations.

Mission: Upholding the rights of all people who are facing the loss of liberty or family by providing statewide leadership, administration, and support to the multidisciplinary public defense profession.

Vision: Public defense clients, everywhere in the state, receive truly equitable and client-centered representation from fully supported professionals.

Values: Justice * Service * Equity * Excellence About the Washington State Office of Public Defense (OPD)The Washington State Office of Public Defense is an independent judicial branch agency mandated to implement the constitutional and statutory guarantees of counsel and to ensure the effective and efficient delivery of indigent defense services funded by the state.

We administer a variety of programs, including systemic improvement programs and programs providing direct representation. To learn about OPD’s programs click here.

We are dedicated to excellence in public law and indigent defense, and we seek talented candidates who share this commitment to client-centered service.

We value employees who bring diverse backgrounds in education, employment, community activities, and life experiences to enhance our office. Diversity, Equity and Inclusion.

We vigorously pursue diversity in the work force.

Women, racial and ethnic minorities, persons over 40 year of age, LGBTQIA+, persons with disabilities, formerly incarcerated, people with prior child welfare involvement, and military veterans are encouraged to apply.

Pursuing diversity, equity and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees enjoy a respectful, safe, and supportive working environment.

Requirements

• Coordinate regular administrative staff meetings.
• Create and execute an onboarding plan and provide continuous mentorship and support to administrative staff.
• Provide or coordinate training on agency administrative practices and procedures, including use of relevant computer applications.
• Coordinate training for administrative staff with Financial Services subject matter experts on policies, procedures and practices relating to OPD budget, accounting, and contract management activities.
• Serve as first point of contact administrative staff questions or concerns that are not directly HR, program, or Financial Services related.
• Participate in developing, implementing and improving administrative processes and procedures.
• Assist with records management and archiving.
• Coordinate training and development in addition to mandatory agency requirements.
• Ensure coverage for front office functions.
• Provide general administrative support to the Deputy Director of Operations.
• Track operational goals, initiatives and deadlines.
• Assist with preparation of reports and presentation materials.
• Support implementation of agency-wide policies and operational changes.
• Participate in continuity of operations planning.
• Primary contact for questions and concerns related to agency leased office space, including building representatives and service providers.
• Ordering / sourcing from state surplus for furniture and non-IT equipment.
• Surplus supplies and equipment no longer needed by the agency.
• Work with HR and Operations regarding office logistics and space planning.
• Manage staff parking.

Qualifications

Minimum Qualifications

• Able to develop and sustain respectful professional relationships with individuals from a diverse backgrounds.
• Demonstrate understanding of and experience advocating against the impact of race, bias, discrimination, and differential treatment of communities disproportionately composed of Black, Indigenous, and people of color, individuals who identify as LGBTQIA+ or other sexual minorities, individuals with disabilities, immigrants, limited English speaking persons, and others who have been historically disproportionately overrepresented in the child welfare and related law and justice systems.
• Have the ability to prioritize tasks, and to function independently as well as part of a team in a collaborative environment.
• Experience in administrative, program support, or project coordination roles, with a proven track record in managing day-to-day operations and providing comprehensive support to teams.
• Experience coordinating and supporting multiple tasks, including meeting logistics, project coordination, and communications using tools such as Zoom, Teams, and SharePoint.
• Experience coaching, mentoring, training and/or teaching people in a professional setting.
• Proven ability to navigate and utilize technology platforms and handle document management systems and shared digital tools to ensure seamless collaboration.
• Ability to lead staff, manage competing priorities and meet deadlines.
• Excellent written and verbal communication skills.
• High attention to detail and strong organizational skills.
• Ability to interpret and apply policies and procedures.
• Ability to adapt in a growing organization and actively contribute to organizational development by strengthening administrative resources and support capacity.

Desired Qualifications

• Experience in a lead or senior administrative role, including responsibility for improving processes, workflows, or office operations.
• Experience supporting executive leadership or senior management, including preparing materials, tracking action items, and coordinating across programs or departments.
• Experience developing or maintaining administrative procedures, guidance, or training materials to support staff consistency and effectiveness.

Additional Information

Compensation

$89,316 to $108,780 annually. Compensation depending on qualifications.

Washington State employees are offered a comprehensive benefit package that includes: paid holidays, vacation and sick leave, retirement and medical, dental, vision and life insurance coverage for self and family.

There are also options for deferred compensation, pre-tax flexible spending accounts and eligibility for federal public loan forgiveness.

Application Process

To be considered, interested candidates must apply online at www.careers.wa.gov (Click on the APPLY button above.) You must complete the entire online application. In addition to the online application you must provide:

• Letter of interest.
• Current résumé
• At least three professional references.

The hiring authority reserves the right and may exercise the option to make a hiring decision at any time. We encourage all to apply as early as possible.

Questions about this position may be directed to Tracy Sims, HR Manager at tracy.sims@opd.wa.gov or 360-515-8711.

If you have problems navigating the online application process or uploading the required documents, email tracy.sims@opd.wa.gov for assistance.

Diversity, Equity and Inclusion

We vigorously pursue diversity in the work force and are an equal opportunity employer.

OPD does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, religion, creed, color, national origin, honorably discharged veteran or military status, those who are formerly incarcerated or have prior child welfare involvement, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability.

Pursuing diversity, equity and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees enjoy a respectful, safe, and supportive working environment.

Teleworking

Our offices are in Olympia, Washington. This position is full-time on site at the OPD offices in Olympia, WA and is not eligible for regular teleworking.