Administrative Assistant, Olympia

Description

What is OII?
The Washington State Legislature recently passed House Bill 1267 to create the Office of Independent Investigations. This is in response to the demand for change from the community over citizen deaths resulting from encounters with law enforcement. The law requires these use of force investigations to be truly independent of the involved law enforcement agency.
OII will define a new approach to investigating use of force incidents, removing conflicts of interest and improving accountability, transparency and the public?s confidence. Doing so will strengthen the relationship between police and the community while building public trust and promoting effective policing.
Position Overview:
As the Administrative Assistant, you will be the primary point of contact for the Administrative Services division. You will ensure that core administrative functions of the OII program run effectively and efficiently, and speak, act, and guide activities on behalf of the Assistant Director.

Duties

What you?ll do:

• 
  Serve as the main point of contact for the Administrative Services (AS) division.
• Complete administrative duties such as attend meetings, take meeting minutes, provide meeting notes, follow-up on action items, and draft correspondence.
• Manage calendar, email, correspondence, travel and other administrative functions for the AD and divisional staff as assigned.
• Develop, process, and submit paperwork involved in the hiring and appointment process for the division and ensure staff have necessary technology to work.
• Assist in the hiring and selection process by preparing interview packets, questions, references, interview scheduling and participation, corresponding with applicants, and entering feedback into NeoGov.
• Monitor divisional budget and monthly and quarterly expenditures, as well as vehicles for the agency.
• Track and monitor legislative matters for the division.
• Input, edit, and update content for the AS division web pages.
• Coordinate facility activities for the agency in-partnership with OFM Facilities partners.
• Plan and coordinate the acquisition of office equipment with OFM.
• Research and conduct outreach to vendors to obtain necessary information for contracting and fiscal accountability.
• Assist with onboarding new staff and ensure position descriptions exist for all positions within the AS division.

Qualifications

Required Qualifications:

• Four years? experience performing high-level administrative duties, including two years providing and coordinating administrative support for multi-function program or division.*

• Education in business administration, public administration, law, or a relevant field may substitute for up to two years of experience.

? Skills and Abilities

• Strong interpersonal skills and the ability to build relationships.??
• Excellent written and verbal communication skills.??
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.??
• Strong technology skills including standard Microsoft programs?such as Outlook, Excel, Word, PowerPoint, SharePoint, and Visio.??
• Ability to work autonomously, maintain a high-level of confidentiality, and make appropriate decisions using?sound judgement.??
• Accountability and flexibility, as well as solid time management skills and ability to multi-task.
• Committed to continue professional development, including maintaining proficient technology skills and a working knowledge of regulatory requirements.?
• Ability to meet tight deadlines?

Desired Qualifications

• Experience utilizing an online recruiting system such as NeoGov.
• Lean Six-Sigma yellow belt or above.
• Project management experience.
• Knowledge of Washington state policies, systems, and data.
• Experience or training in problem resolution and strong communication skills.
• Commitment to continual process improvement and development.

Conditions of Employment:

• On Aug. 9, 2021, Gov. Jay Inslee issued Proclamation 21-14 (Download PDF reader) that requires all employees of executive cabinet agencies to be fully vaccinated with the COVID-19 vaccine before their employment. Pursuant to this mandate, you will be required to provide proof of vaccination as a part of the hiring process. Your vaccination status will be verified during the New Employee Onboarding process. Exemptions may be granted for religious or medical purposes.

• Candidates will be required to pass a review of their background including a criminal history search.

Supplemental Information

Application Process
How to Apply
Interested? We would love to hear from you. Click ?Apply? at the top of this page to start your application (you can save the application and come back to it, if needed). Please include the following:

• 
  A letter of interest that describes your specific qualifications.
• A current resume that details your applicable experience and education.
• A list of at least three professional references with current telephone numbers.

We will directly contact the top candidates to interview for this position. Because we base our selection on the information you provide, it is in your best interest to identify the knowledge, skills and abilities that address the required and desirable qualifications we described above.
Questions?
For questions about this recruitment or to request reasonable accommodation in the application process, please email William Penzo at . For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
The Office of Independent Investigations 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, and disabled and Vietnam-era veterans are encouraged to apply. If you need accommodations or help in the application process, or who wish to receive this job announcement in an alternative format, you may call 360-725-0158 or dial 711 to reach the Telecommunications Device for the Deaf system.
Special Note: This position is exempt from civil service rules. For more information, please see WAC 357-19-195 .