Administrative Specialist

Full Job Description

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

Are you the ultimate multi-tasker, the keeper of deadlines and schedules, the glue that helps hold an office together? Then we have an excellent opportunity for you!

Within the Operations workstream, this critical role is part of a six-person administrative team that enhances organizational efficiency by creating a welcoming and inclusive work environment that ensures the hybrid (virtual & onsite) “office” runs smoothly through workflows, scheduling, and communications.

From managing complex email inboxes and scheduling challenges to coordinating deadlines to prioritizing and completing tasks in a timely manner, this administrative professional is adept at maintaining confidentiality while juggling multiple responsibilities with ease.

This professional role is skilled at anticipating needs, troubleshooting issues, and finding solutions to a wide variety of standard and unique administrative and logistical problems that may arise in this fast-paced project.

Bringing a positive attitude and the ability to communicate effectively, this role contributes to a harmonious work atmosphere where teamwork and cooperation are vital.

This role’s dedication and attention to detail make it indispensable in keeping the hybrid office productive and thriving.

One Washington (OneWA), led by the Office of Financial Management, is an enterprise-wide transformation project focused on replacing 1960s-era technology with a cloud-based Workday solution for finance, procurement, budget, HR, and payroll processes. OneWA is a long-term, yet extremely fast-paced project anticipated to fully implement all phases by 2030. The project’s core business hours are Monday through Friday, and all project positions are full-time. We offer some flexibility in schedules oriented around core business hours with prior supervisory approval. However, it is very common to work beyond the typical 40-hour workweek to meet the rigorous operational needs and business deliverables required for the go-live timelines.

What you'll work on
Scheduling & Logistics

• Coordinate and manage complex and sometimes confidential calendar scheduling and inboxes for matrixed leaders, workstreams, contractors, internal divisions, and external partners.
• Provide backup administrative support and coverage for team members, leaders, and workstreams, as needed.
• Coordinate meetings and events, including scheduling, securing space, arranging technology, materials, and refreshments.
• Prepare and distribute agendas and supporting materials; document meetings, track action items, and provide follow-up reminders.
• Support project coordination by tracking action items and deliverables.
• Arrange travel logistics in coordination with senior administrative staff and established purchasing processes.
  

Program Support

• Provide administrative support for recruitment activities in partnership with hiring managers and HR.
• Coordinate onboarding and offboarding for employees and contractors by partnering with leadership and shared services (HR, IT, Payroll, Facilities, Legal), including submitting service requests and maintaining tracking tools.
• Ensure compliance with public records management and retention requirements; provide guidance and coordinate with legal and policy teams on records-related inquiries and public disclosure requests.
• Monitor and triage shared program inboxes, responding to or routing requests appropriately.
• Manage SharePoint access requests in accordance with standard operating procedures; coordinate with requestors and submit IT service requests as needed.
• Serve as a point of contact for stakeholders, partners, and clients by responding to inquiries and distributing information; coordinate with communications staff to deliver program and project messaging.
• Provide onsite office support, including workspace coordination, supply management, mail distribution, and general office logistics.
• Support workforce culture initiatives and program-sponsored events and activities.
  

Administration, Documentation & Data Management

• Maintain databases, records, and documentation; prepare reports, presentations, and correspondence using standard software tools.
• Collect and compile data to support program operations and reporting needs.
• Coordinate and route documents requiring review, approval, and signature, ensuring completion in accordance with established processes.

What we need you to bring
Required Qualifications:

Experience performing intermediate administrative, clerical, or office management functions, including scheduling, meeting notes and facilitation, creating reports and compiling data, drafting and/ or editing a wide variety of communications, records management, and supporting cross-functional teams.

Experience may be gained through professional work, volunteer service, or other relevant settings.

Experience supporting onboarding and offboarding processes, coordinating projects, or managing administrative workflows in a fast-paced environment.

Experience applying policies, procedures, and standard work methods to accomplish assignments with accuracy and timeliness.

The ability to model our three (3) Operations workstream values of Respect through listing and empathy, Accountability by delivering on our commitments, and Relationship-oriented to foster collaboration.

Highly professional communicator (verbal and in writing) that is savvy enough to read between the lines on implied messaging, body language, and tone.

Strong history of customer service that is kind, timely, and solution-oriented.

Good judgement when confidentiality is required for various circumstances, and tactfulness when a sensitive situation may arise. Equity-Minded with the ability to take action to learn and grow, and the ability to meet the needs of others.

The ability to take action to learn and grow.

The ability to meet the needs of others.
solution-oriented

Desired Qualifications:

• Coursework or degree in business administration, public administration, or related fields.
• Experience performing administrative or office management functions at an intermediate or senior level, particularly in a fast-paced project or ERP environment.
• Experience conducting records inventories, implementing retention schedules, or managing compliance in a government or large organizational setting.
• Experience supporting organizational change management initiatives.
• Professional administrative or clerical certifications, such as ASAP (American Society of Administrative Professionals), are a plus.

Additional Information

What we offer
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 site for a full list of employee benefits. Here’s a quick glance at some of the unique benefits that OFM offers:
A culture that values and strives to advance diversity, 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 other technology to screen your application. 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.

When completing your application, please attach all of the following required documents:

• Cover letter: describing your qualifications for this specific position
• Resume: that details your applicable experience and education.
• References: at least three professional references and their current contact information.

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 at TalentAcquisition@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.