L&I Administrative Assistant 5

Full Job Description

Our Mission: Keep Washington Safe and Working!
Our Values: Customer Focus, One L&I, Respect, Diversity, Equity and Inclusion, Learning and Growth, Reliability

Job Highlights

Are you a highly skilled and motivated administrative professional with an eye for detail? Do you want to join a dynamic team that makes a difference in the lives of others?

The Department of Labor & Industries (L&I) is seeking an individual with a unique mix of sensitivity and directness for an Administrative Assistant 5. In this position, you will serve as the principal assistant to the Assistant Director of the Insurance Services Division.

You will perform a wide variety of high-level administrative work and exercise independent judgement while professionally representing the Assistant Director as you assist in the management of operations and activities supporting the division.

This position has a hybrid work schedule with the expectation of working in the office 2 days a week.

The work of this position is directly tied to the mission of our agency To Keep Washington Safe and Working.

Why Work for us:

The Department of Labor & Industries (L&I) is a diverse state agency dedicated to the safety, health, and security of Washington's workers.

We help employers meet safety and health standards and inspect workplaces when alerted to hazards.

As administrators of the state's workers' compensation system, we are similar to a large insurance company providing medical and limited wage-replacement coverage to workers who suffer job-related injuries and illness.

Our rules and enforcement programs help ensure workers are paid what they are owed, that children and teens' work hours are limited, and that consumers are protected from unsound business practices.

Insurance Services is the largest division within the agency and administers one of the premier workers’ compensation organizations in the nation serving over 3.8 million employees working for 260,000 employers.

Here is what we are looking for:

• Your organizational skills and attention to detail to coordinate and monitor the work of others to ensure activities are completed in a timely manner with accuracy and quality.
• Your ability to collaborate and build positive, respectful working relationships with others.
• Your ability to communicate clearly and professionally, both verbally and in writing.
• Your independent judgment to assess and determine the sense of urgency for issues/matters brought to attention and act and respond appropriately to resolve.
• Your ability to anticipate and prioritize multiple work assignments with competing deadlines.

• Your ability to proactively identify priorities, take ownership of complex tasks, and consistently drive projects to completion.

Requirements

Some of what you will do:

• Research, summarize and prepare reports for the Assistant Director (AD) or on behalf of the Administration office.
• Exercise independent judgment and comprehensive knowledge of state and agency policies and procedures in conjunction with agency goals, objectives and operating processes in making administrative decisions.
• Assign, track, and maintain Direct Replies and Suggested Replies and all correspondence from Director’s Office.
• Manage complex administrative and expenditure-related activities in support of personnel, budget, purchasing, administrative services, and program operations.
• Maintain tracking system for executive signature requests and official correspondence to ensure timely responses.
• Manage highly critical divisional SharePoint sites.
• Maintain executive calendars by reviewing and prioritizing all appointment requests and invitations, coordinating and scheduling meetings, managing schedule changes, and securing meeting space.
• Organize pertinent information for the AD’s review prior to meetings and track follow up items to ensure successful completion.
• Use professional judgment to triage and determine the best response for incoming requests, complaints, and other communications.
• Provide leadership for the division and maintain positive working relationships with other administrative assistants within the division and agency.
• Coordinate meeting logistics, identify meeting objectives and outcomes; track action items identified in meetings; assign appropriately and monitor for completion.
• And much more!

Qualifications

Required:

The ability to take action to learn and grow.

The ability to take action to meet the needs of others.

• High school diploma or equivalent.

AND

• Five years of clerical, office or administrative experience.

OR

• A bachelor’s degree in business administration, public administration or closely related field substitutes for four years of related experience.

AND

• One year of experience as an Administrative Assistant 4.

OR

• Two years of experience as an Administrative Assistant 3.
  
  
• Experience must include work demonstrating advance administrative support, including:
  • Executive-level correspondence and communication.
  • Calendar and meeting management.
  • Independent judgment and workflow prioritization.
  • Coordination with internal and external stakeholders.
  • The ability to take action to learn and grow.
  • The ability to take action to meet the needs of others.
    
    
• All experience to include at least one year leading, supervising or directing others.

Equivalent combinations of education and experience that provide the skills necessary to perform the duties of the position may be substituted on a year-for-year basis. Experience can be concurrent.

Desired:

• Experience supporting executive-level leadership in a large or complex organization.
• Knowledge of state government operations, administrative policies, and procedures.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, SharePoint) and other administrative software.
• Experience managing budgets, tracking expenditures, or approving financial documents in a public sector setting.
• Demonstrated ability to handle confidential, sensitive, or politically delicate information.
• Strong organizational, planning, and multi-tasking skills with attention to detail.
• Experience coordinating legislative activities, meetings, or policy-related projects.
• Excellent customer service and interpersonal skills, with the ability to interact effectively with internal and external stakeholders.
• Ability to exercise independent judgment and prioritize work in a fast-paced, dynamic environment.

Additional Information

Things You Need To Know

At L&I, your voice matters. L&I is a diverse state agency dedicated to the safety, health and security of Washington's 3.3 million workers. Watch this brief video and learn more about why L&I is an employer of choice.

L&I provides a modern work environment and excellent benefits including paid leave, tuition reimbursement, Infants at Work Program and a generous retirement package for qualified employees at the end of their career. Click on the “Benefits” tab to learn more.

We value our employees and their work-life balance. We support a hybrid work model and offer flexible custom work schedules.

This position is eligible for a flexible schedule (4/10’s, 9/80’s, 5/8’s, etc.) upon approval by management.

For positions where in-office work is necessary, the frequency of telework will be discussed with the supervisor of the position at the time of offer.

For this position, you can expect to work in the office at least two days a week.

The typical in-office workdays are Tuesday and Thursday with the additional expectation of attending in-person meetings and training upon business needs.

The assigned duty station for this position is Tumwater, Washington.

To receive more information on opportunities at L&I sign up for GovDelivery and select L&I job alerts.

Application process

We will contact the top candidates directly to interview for this position.

Because we base the selection on information provided by you, it is in your best interest to identify the knowledge, skills, and abilities that address the required and desirable qualifications described in the announcement.

Your application may be considered incomplete without these attachments.

Please include the following documents with your application:

1. A cover letter describing specific qualifications.
2. A current resume detailing applicable experience and education.
3. A list of at least three professional references with current telephone numbers.

Please do not attach or place any medical information within the application, resume, or cover letter.

If you do, we will have to reject your application to safeguard others from receiving your confidential information. You will have to remove the confidential information before you can apply again.

To learn more about our hiring process timeline at L&I please visit our L&I recruiting page at Hiring Process at L&I.

Background Check Notice

Prior to placement in this position, a background check, including criminal history records will be conducted. Information from your background check will not necessarily preclude employment but will be considered in determining your eligibility to perform the requirements of the position.

Other information

• For positions requiring travel, you must have a valid unrestricted driver's license and have insurance if driving a privately owned vehicle on state business.
• This position is represented by the Washington Federation of State Employees (WFSE).
• Candidates who are offered a job with L&I must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.

The Department of Labor & Industries complies with the employment eligibility verification requirements of the federal employment eligibility verification form, I-9.

The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

• Please note: L&I may use this announcement to fill multiple permanent and/or non-permanent positions.

Did You Know?

Washington is America's Top State to live, play, and work, according to U.S. News (2021). Join the L&I team and enjoy all the Evergreen State has to offer.

Veterans Preference

Applicants wishing to claim Veterans Preference should attach to their application a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs.

Please blackout any personally identifiable data such as Social Security numbers. For further information, contact L&I’s Jobs@lni.wa.gov.

Diversity, Equity, and Inclusion Employer

L&I employees come from all walks of life. We strive to hire great people from a wide variety of backgrounds.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

We believe in the importance of recognizing the value each of us contributes to the success of the agency mission. Having a diverse workforce is this agency’s greatest source of strength and knowledge.

It is through the combination of talents and abilities that we can pursue finding effective measures to provide the best customer service.

We are committed to building a diverse and inclusive workplace for everyone and we strongly mean everyone.

The State of Washington is an equal opportunity employer.

Persons with a disability who need an accommodation in the application process or testing process, or those needing this announcement in an alternative format, may call 360-902-5700.

TTY users should first call 711 to access the Washington Relay Service.

You are welcome to include the name and pronoun you would like to be referred to in your materials, and we will honor this as you interact with our award-winning diverse and inclusive organization.

For more Information

If you have any questions regarding this job posting, program, or the agency, please contact Angela Laramie at hrbtu@lni.wa.gov.