ADMINISTRATIVE ASSISTANT 3

Description
ADMINISTRATIVE ASSISTANT 3 description image
Administrative Assistant 3
At the Department of Commerce we strive to be creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work. We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected. We cultivate an environment in which we continuously learn, and we own our work.

We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve. Together, we can build a brighter and more inclusive future.

The Community Services Division (CSD) at Commerce partners with local governments and nonprofits to promote individual and family self-sufficiency, address the causes and effects of crime and violence, and reduce poverty.

This position works within the Community Economic Opportunities (CEO) Unit in CSD, this position is a member of the Lead Support team and assists with the development and recommendation of unit and division directives and best practices to ensure quality, streamlining, and cohesiveness that meet the needs of our internal and external customers.

This position has an in-office requirement in our Olympia headquarters.

Duties
Provides administrative support to the Community Economic Opportunities Unit (CEO) staff,
the Managing Director (MD), and Assistant Managing Director (AMD).
Tasks:
• Coordinates the daily activities of the MD with other internal and external calendars, based on
unit and division priorities.
• Develops and maintains unit standards and procedures to ensure adherence to agency
policies and division guidelines regarding budgeting, personnel actions, and contract
administration.
• Serves as a liaison between the MD and other staff members, transmitting assignments,
ensuring deadlines are met, and reviewing for appropriateness and consistency with division
and agency policies.
• Coordinates arrangements for meetings and conferences, such as facility planning; travel
arrangements for program staff, contractors, and division administration on official state
business; and payment of fees and preparation of materials.
• Coordinates scheduling, logistics, agendas, and note-taking for unit meetings.
• Exercises political judgment and works cooperatively with diverse staff and stakeholders while
acting as a designated representative of the CEO Unit and the agency at meetings and in
office correspondence.
• Facilitates information sharing and collaboration within CEO and with other units and
organizations.
• Reviews and informs staff of new and updated policies or procedures.
• Tracks all unit documents routed for signatures.
• Exercises delegated authority to assign, instruct, and check the work of all professional staff in
the unit.
• Provides backup to unit fiscal note coordinator.

Acts as the lead on internal and external unit communications.
Tasks:
• Responsible for unit-wide communications, including press releases, legislative
correspondence, and Governor correspondence.
• Develop written and oral responses to general inquiries and requests for unit action and
information or refers such inquiries to unit staff, providing direction on the response.
• Reviews formal communications for the unit for grammar, tone, formatting, and all other
agency communication standards according to agency and division policies and procedures.

Provides personnel and payroll administrative support to the CEO unit.
Tasks:
• Coordinates all personnel actions for the unit, including recruitment, selection, interview,
appointments, promotions, and on-boarding of new employees.
• Ensures position description forms, work schedules, telework agreements, and performance
evaluations are kept current for the unit.
• Exercises delegated signature authority for correspondence, purchasing, travel vouchers,
invoices, and timesheets when needed.
• Ensures the completion of timesheets and leave requests; monitors and reconciles charge
codes and leave balances.
• Prepares and completes documents related to travel, purchasing, budget and event
coordination.
• Reorganizes and assigns office space; modifies workflow processes to achieve efficient use of
space, equipment, and personnel.
• Facilitates the purchase, distribution, maintenance, repair, and collection of staff equipment.
• Manages issues related to facilities, phones, and computers.
• Coordinates training and conferences for all unit staff.

Coordinates records management.
Tasks:
• Serves as the unit’s records retention coordinator and ensures that record retention schedules
and archiving of office records are on time and in compliance with agency and state standards.
• Records and maintains unit equipment inventory
• Coordinates unit responses to public records requests.
• Provides backup to division public disclosure coordinator.
• Designs and maintains unit filing systems and databases.

Provides division administrative support.
Tasks:
• This position is part of the CSD Lead Support team and has additional duties associated with
division-wide support such as helping with division meetings and working collaboratively to
develop division procedures.
• Assists in the coordination of division-wide events.

Qualifications
Required Qualifications:

• High School Graduation or GED AND Three (3) years total of a combination of formal education, beyond high
school equivalence (to include relevant college level coursework, technical and/or vocational education and/or
certification programs) and professional experience as described, which could include but are not limited to:
• Three (3) years of professional experience in office/administrative, bookkeeping, accounting, or general
administrative work.
OR
• Two (2) years of formal education AND one (1) year of professional experience in office/administrative,
bookkeeping, accounting, or general administrative work.
OR
• One (1) year of formal education AND two (2) years of professional experience in office/administrative,
bookkeeping, accounting, or general administrative work. Intermediate-level expertise in Microsoft Word, Excel,
Outlook, and PowerPoint.
. AND
• Ability to maintain a high level of confidentiality.
• Ability to communicate fluently and effectively, both verbally and in writing; writing skills necessary to develop
letters and provide summary reports; comprehension skills to successfully translate verbal and written information.
• Experience in Diversity, Equity, and Inclusion (DEI) competencies:
• DEI knowledge, understanding, and commitment
• Self-awareness and commitment to growth
• Cultivating mutually beneficial and trusting strategic partnerships
• Inclusive excellence and allyship
• Measuring for success and improvement

Preferred/Desired Qualifications:
• Budget management experience and/or financial expertise.
• Professional, cordial interpersonal relationships; maintain professional and respectful demeanor in stressful situations.
• Ability to independently determine, organize, and prioritize workload.
• Ability to work under changing deadlines.
• Strong organizational and coordination skills to insure a smooth-flowing, productive work unit.

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

This position is covered by a collective bargaining agreement.

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.