Administrative Specialist 3

Full Job Description

Please Note: The starting salary offer will be determined based on the successful candidates’ qualifications within the starting salary range of $69,000 – $78,000 annually. There is career salary growth beyond this starting range for the successful candidate.

Hybrid: Our physical office is in Olympia, WA. We offer flexible work schedules and locations. This is a hybrid position that allows teleworking. However, you will need to travel to in-person activities, meetings, and events according to business needs frequently.

Why work for OFM
The Office of Financial Management (OFM)serves as the backbone of Washington state government. Our mission is to make our state a better place by connecting people, budgets, policies, data, and systems for state agencies and the Legislature. Our team includes budget advisors, researchers, and other experts, all dedicated public servants working towards an equitable future for every Washingtonian.

If you want to play a key role in enhancing how state government serves its citizens, you’ve found the right place. Join us in making a meaningful difference for every Washingtonian!

The job opportunity
We are seeking a highly organized and service-oriented Administrative Assistant to join the Washington State Office of Financial Management (OFM) Human Resources team in a pivotal administrative support role. You are the center point of delivering a smooth, welcoming employee experience, serving as the NEOGOV Onboard Administrator and Onboarding Coordinator, and acting as the OFM HR Records Coordinator. You will partner closely with Human Resources (HR) leadership by providing direct support to the HR Director and HR Manager, including calendar and schedule coordination and responsive assistance on priority initiatives. Your tasks will include coordinating purchases and travel, preparing and maintaining personnel forms and correspondence, entering routine actions in HRMS, ensuring I-9 compliance, and supporting a wide range of HR programs and services. Bring your keen attention to detail, customer-focused approach, and collaborative mindset to a team committed to delivering thoughtful, people-centered public service.

Requirements

What you’ll work on:

NEOGOV Onboard Administrator:

• Independently create, maintain, and troubleshoot onboarding and offboarding portals, forms, checklists, and workflows.
• Responsible for managing onboarding and offboarding activities in NEOGOV for all employee movement, by creating/updating new hire forms, checklists, and workflows; collaborating with stakeholders involved to ensure information is current, accurate, and efficient.
• Troubleshoot and assist customers with technical issues. Train new users on how to navigate/use NEOGOV Onboard as it relates to their role, e.g., Manager, HR User, Employee.
• Independently work with NEOGOV Onboard customer service help desk/program developers and the Department of Enterprise Services NEOGOV liaisons to resolve issues encountered within the system or initiate program enhancements.
• Track system updates and take training on new enhancements to the system, and provide information learned to the HR Operations Team and/or others on a need-to-know basis.

OFM, GOV & OII Onboarding Coordinator:

• Independently manage the onboarding process for new hires for all agencies OFM HR supports.
• Coordinate/Conduct I-9 verifications. Understand and independently research federal rules and regulations to educate new hires and supervisors of I-9 requirements.
• Coordinate with supervisors and new hires to ensure SNAP tickets and new employee checklists are completed in NEOGOV Onboard.
• Serve as a point of contact for employee questions on first day expectations/forms. Liaison between new employees and onboarding divisions, coordinating new hire needs.
• Collaborate with OFM HR Culture & Development Team for New Employee Orientation scheduling.

HR Records Coordinator (Record retention and management):

• Subject matter expert on records retention and management for all physical and electronic files, which include position files, personnel files, medical files, shared drive files, SharePoint files, litigation hold requests/files, Public Disclosure Requests, and other administrative files.
• Collaborate with OFM HR to manage records retention and ensure documents adhere to the State’s retention schedules and train the team on proper records management.
• Partner with Legal & Contracts Records Officer to keep up to date on records retention and changes to the records schedule. Attend quarterly OFM Record Coordinator Meetings.
• Coordinate and respond to litigation holds and public records requests. Search and provide information/documents as requested by the agency's public records officer.
• Lead records inventory project biannually or as requested by the Legal & Contracts Records Officer. Work with the OFM HR team to identify and disclose records, ensure proper retention or archive/destruction of records.

Maintain and organize all active physical and electronic files, such as position files, personnel files, medical files, shared drive files, SharePoint files, litigation hold requests/files, and other administrative/employee files.

Track documents and maintain spreadsheets, specifically for non-disclosure agreements, statements of necessity, and reasonable accommodations.

• Archive physical/electronic personnel files on a biannual basis. Assign appropriate disposition per state retention schedule. Organize and track records sent to archives, recording disposition dates for all personnel files for review and approval for destruction.

OFM HR SharePoint Administrator. Ensure SharePoint is utilized appropriately and confidentially to maintain HR documents.

Provide access and permissions to SharePoint as appropriate/approved by HR Operations Supervisor. Ensure final documents are in PDF format and searchable. Search for documents as requested.


Personnel Letters & Correspondence:

• Compose, create, and maintain personnel letter templates. Ensure the OFM HR team uses templates consistently.
• Support HR Director, HR Manager, and HR Business Partners with personnel-related letters, such as appointments, salary adjustments, title and supervisory changes, lump sum and exchange time awards.
• Serve as the point of contact for general inquiries for the OFM HR team. Triage incoming inquiries from the OFM HR inbox and route to the appropriate point of contact.
• Independently respond to general inquiries sent to the OFM HR inbox. Research, interpret, and apply HR rules, policies, regulations, and procedures to provide accurate information to customers. Respond to emails to confirm receipt.
• Manage Calendars, Meetings & Office Space:
• Manage calendar for the HR Director and HR Manager. Independently determine meeting priorities to coordinate and reschedule appointments.
• Organize and schedule routine and complex meetings requested by HR Director, HR Manager, and HR Operations Supervisor that involve multiple stakeholders and different locations.
• Ensure proper meeting location and equipment are booked for the type of meeting scheduled.
• Ensure building security requirements are met, such as providing front desk with a list of attendees, obtaining visitor badges, notifying attendees of specific building requirements and are adhered to.
• Ensure all equipment and other in-person/technology logistics are working prior to the meeting.
• Prepare and distribute agenda for meetings.
• Coordinate and purchase meeting refreshments.
• Take meeting notes; ensure final notes are accessible to meeting stakeholders.
• Coordinate travel arrangements; ensure itinerary, transportation, and lodging information is accurate and provided to the traveler in advance.


I-9 Compliance:

• Independently research, interpret, and apply rules, regulations, and resources to ensure compliance with federal I-9 requirements and support/answer employee questions.
• Track unique I-9 compliance requirements, such as H1B and other temporary visas, partnering with HR Business Partner and employee to ensure re-verifications and other general requirements are met prior to the deadline.
• Attend training to stay up to date with I-9 rules and regulations.


Purchasing & Travel Arrangements:

• Make purchases and travel arrangements for OFM HR.
• Process and track expenses and reimbursements.
• Create and maintain spreadsheets to verify credit card charges and work with OFM Accounts Payables and the approving authority to ensure proper usage and accountability.
• Manage TEMS access for OFM HR team.


Other Administrative Duties:

• Provide direct administrative support to the HR Director and the HR Manager.
• Conduct personnel file reviews for requesting agencies.
• Notary services. Answer questions and provide notary services to customers as requested.
• Process mail/faxes as they come in weekly. Scan and send to the appropriate contact for processing/response, and save in the appropriate OFM HR SharePoint folder. Responsible for sending outgoing mail for OFM HR.
• Manage the agency organization chart and work with division administrative support personnel to ensure it is accurate and up to date. Assist GOV entities in ensuring organization charts are accurate.
• Independently create and manage spreadsheets to track assignments and special projects.
• Assist with new human resources services/program initiatives that are non-routine or arise due to business needs. Provide input and ongoing administrative support once developed and implemented to ensure initiatives are completed in a timely and efficient manner.
• Assist the OFM HR team with miscellaneous administrative tasks as assigned or for coverage purposes, such as assisting with recruitments, running data reports, and managing website updates.

Qualifications

What we need you to bring


Required Qualifications:

• Demonstrated ability to prioritize multiple tasks and manage time effectively to meet deadlines.
• Proven track record of providing customer service with strong verbal and written communication skills.
• Experience in managing and organizing records, both electronic and hardcopy.
• Ability to adapt to changing workload demands and remain productive under pressure.
• Experience with coordinating and managing executive-level position calendars.
• Experience with data entry and management.
• Experience with employee onboarding and offboarding.
• Ability to obtain and maintain a notary license.
• Familiarity or experience with creating/drafting/finalizing personnel letters.
• Knowledge of I-9 rules and regulations.
• The ability to take action to learn and grow.
• The ability to meet the needs of others.


Desired Qualifications:

• Experience with NEOGOV Onboard or similar onboarding/offboarding management system.
• Experience with HRMS or similar personnel data management systems.
• Familiar with civil service rules and HR related policies.
• Experience with records retention procedures and rules for WA State agencies.



We are most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. Don’t let doubts stop you from applying for this position.

If you have transferable experience, please share it with us or contact us with questions about the required qualifications and how your experience aligns with them.

Additional Information

At OFM, we foster a culture of integrity, innovation, inclusion, and belonging. We value both learned and lived experiences, believing that diversity makes us stronger.

To support your health and well-being, we offer a variety of benefit programs for our employees. Please visit our Recruitment Page for a full list of benefits available to employees.

Here’s a quick glance at some of the unique benefits that OFM offers:

• An environment ofdiversity, equity, inclusion, and belonging
• Medical, Dental, Vision, and Life Insurance
• 12 paid holidays, 14 paid vacation days (minimum), and 12 days of sick leave per year
• State retirement programs




Application Process:Once you’ve decided to apply for a state government job, you’ll complete an online application to showcase your qualifications.

Keep in mind that once you submit the application, a real person will read it. We do not use AI or any other technology to screen your application and reject it.

Please ensure you provide clear, detailed information about your work history so your qualifications can be accurately assessed. We will contact the top candidates directly to schedule interviews.

If you require a reasonable accommodation during the application process, please call 7-1-1 or 1-800-833-6384.

Your application will not be considered complete and sent to the hiring teams for review unless you attach all of the following:

• Cover letter: describing your experience, skills, and contributions you will bring to this leadership role, along with the values you will bring to the team and organization if you are chosen for this position.
• Resume: that details your applicable experience and education.
• References: At least three professional references with current phone numbers.


Questions:
OFM's Staff ASL interpreter is available to all deaf and hard-of-hearing applicants. For questions about this recruitment or to request a reasonable accommodation in the application or interview process, please email us atTalentAcquisition@ofm.wa.gov.

The Office of Financial Management 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 with disabilities, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply.









This position is exempt from civil service rules.

For more information, please see WAC 357-19-195.