Administrative Assistant 3

JOB Administrative Assistant 3At 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 Housing Division (HD) partners with local governments, Tribes, housing authorities, non-profits, and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.
This position provides high-level administrative support and services to the Executive Director (ED) of the Office of Homeless Youth (OHY) as well as the Deputy Director (DD) and unit staff.
This position assists with the development and recommendation of division policies and best practices to ensure quality, streamlining, and cohesiveness that meet the needs of our internal and external customers.
This position is responsible to ensure staff members understand these administrative processes.
This position also applies knowledge of manager's and program manager's work commitments, including status of projects or nature of agreements, in responding to internal or external inquiries.
This position relies on knowledge of state government and administrative policies and procedures, office methods, research methods and data collection to support day-to-day functions and the smooth operation of OHY.
This position may also provide support in special projects as assigned by the Executive Director, HD’s Management Team, or the division Deputy Assistant Director or Assistant Director, with the ability to provide support in absence of another unit’s administrative assistant.
Duties: Administrative support to the ED, DD, and Unit Staff• Act as liaison/coordinator with all agency offices, including but not limited to, the offices of Information Services, Human Resources, and Office Services.
• Serve as liaison between the ED, DD and other staff members, as appropriate, transmitting assignments and reviewing for appropriateness and consistency with agency policy.
• Coordinate all office operations, questions and/or needs of OHY staff and the ED and DD.
• Keep the ED and DD aware of internal and external deadlines and maintains prioritization of work activities.
• Exercise delegated authority to assign, instruct, and check the work of all professional staff in the unit.
• Attend advisory meetings.
Transcribe and distribute meeting notes.
• Prepare reports, portions of plans, and office policy and procedure manuals.
• Establish and ensure adherence to administrative protocols.
Responsible for developing new office protocols and strategies or modifying existing ones.
• Complete the preparation of documents related to travel, purchasing, payroll, budget, personnel, and event coordination.
• Exercise delegated signature authority for correspondence, purchasing, travel vouchers, invoices and timesheets when needed.
• Prepare responses to Governor’s Office referrals, correspondence, and phone calls for individuals asking for help finding or keeping housing.
• Track all unit documents routed for signatures.
• Track expenditures for assigned councils or workgroups.
• Manage meeting scheduling, logistics, agendas, and note-taking for unit meetings and meetings with the OHY Advisory Committee and other advisory or stakeholder groups.
• Manage the ED and DD schedules, including regular meetings with staff and external clients.
• Manage sending and receiving OHY mail and forwarding it to the appropriate staff.
• Manage and maintain electronic and hard copy filing systems and ensure compliance with state and federal recordkeeping requirements.
• Coordinates responses to inquiries and public records requests.
Personnel Coordination• Coordinate all personnel actions for the unit, including recruitment, selection/interview, reference checks, appointments, promotions, and set-up and onboarding new employees.
• Ensure position descriptions, work schedules, telework agreements, and performance evaluations are kept current and in accordance with division and agency processes and guidelines.
• Coordinate timesheets and Commute Trip Reduction (CTR) requests.
• Coordinate training and conferences for all unit staff.
Division Administrative Support• Participate in the Division Lead Support team and perform additional duties associated with division-wide support such as helping with division meetings and working collaboratively to develop division procedures.
• Coordinate staff moves, cubicle setups, on-boarding and off-boarding staff, equipment and furniture provisioning, and other administrative needs or changes for the unit.
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: Two (2) years of formal education AND one (1) year of professional experience in office/administrative, bookkeeping, accounting, or general administrative work.
One (1) year of formal education AND two (2) years of professional experience in office/administrative, bookkeeping, accounting, or general administrative work.
Two (2) years of professional experience in office/administrative, bookkeeping, accounting, or general administrative work and lived experience that substitutes for one (1) year of professional experience (see below for definition of lived experience).
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What is Lived Experience? Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system will substitute for one year of professional experience.
• Intermediate-level expertise in Microsoft Word, Excel, Outlook, and PowerPoint Desired Qualifications: Budget experience.
Communications experience.
Demonstrated commitment to supporting a diverse, anti-racist workplace.
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.
Ability to independently determine, organize, and prioritize workload.
Strong organizational and coordination skills to insure a smooth-flowing, productive work unit.
Strong interpersonal skills, ability to work with all levels of internal management and staff and maintain respectful demeanor in stressful situations.
Ability to work under changing deadlines.
To be considered for this position the following are needed: A complete and detailed online applicationAt least three (3) professional references (enter online)A cover letterFor questions about this recruitment, please contact Elly Price at Elly.
Price@Commerce.
wa.
gov .
This recruitment may be used to fill future vacancies over the next 60 days.
SUPPLEMENTAL INFORMATION The salary range for this position is between $40,512 and $53,964 annually.
Newly hired employees typically receive a starting salary between the minimum and midpoint of the range, however, we may offer higher salaries based on the candidate’s qualifications.
Once hired by the state, classified employees (including this position) receive annual salary progression increases (approx.
5% each year) until they reach the top of their salary range.
State employees may also receive annual cost of living adjustment increases (COLA).
COLAs vary and are not guaranteed every year, but if the Legislature approves them, they typically are applied at the beginning of the state fiscal year (July 1).
For example, state employees received a 4% COLA on July 1, 2023, and a 3% COLA on July 1, 2024.
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.
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 call Human Resources at (360) 725-2650.
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.