Administrative Assistant 4, Thurston County

Description

At the Department of Commerce (Commerce), we are creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our work.
The Housing Division (HD) partners with local governments, Tribes, housing authorities, and nonprofits to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.
This position reports directly to the Assistant Director (AD) of the HD division that consists of approx. 145 FTEs, six units, a policy team, with oversight of over 55 state and federal programs, and administration of thousands contracts with excess of $4 billion of funding (including the state affordable housing portfolio). This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, addresses public groups on Commerce functions and policies, and answers questions regarding the operation of the HD division.
The quality of performance of the incumbent in this position directly affects the AD?s ability to manage and coordinate all division functions and implementation of agency mission and goals.

Duties

In this Administrative Assistant 4 role, you'll learn all about the Commerce mission to strengthen communities because supporting the HD will expose you to leadership, division functions, and the important work we do. Here are some of the duties you will perform:
Provide high-level, complex administrative support to the AD and Deputy AD of HD

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  Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc.
• Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD?s or Deputy AD?s signature.
• Schedule management meetings, prepare agendas, and take and distribute meeting notes.
• Coordinate, prepare and facilitate various division meetings and events.
• Arrange travel and related reimbursements.
• Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality.
• Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director?s Office, the Governor?s Office, the Office of Financial Management, and other internal or external and executive staff.
• Screen, sort, and prioritize appointments and various deadline driven projects.
• Respond to inquiries regarding the operation of Commerce and division.
• Serve as the liaison officer with the Governor?s Office concerning public complaints or problems.
• Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up.
• Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities.
• Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.

Supervise and coach administrative staff

• Supervise professional staff.
• Oversee the work performed by the staff.
• Delegate workload responsibilities and assignments to staff.
• Provide regular feedback, coaching, and guidance to staff.
• Evaluate staff performance and address performance concerns as necessary.
• Recommend corrective and/or disciplinary actions to the AD and Deputy AD.
• Encourage and support staff professional development goals and opportunities.
• Manage staff mandatory training requirements ensuring timely completion.

Provide leadership and coaching to the HD Lead Support Team

• Chair and facilitate regularly scheduled Lead Support Team meetings with the Lead Support team consisting of staff who provide administrative support throughout the division.
• Lead the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness to meet the needs of internal and external customers. This includes working with Lead Support and the HD Management Team to update comprehensive procedures on personnel processes, travel, purchasing, contract standards, delegated signature authority, correspondence, time accounting, and other operational guidelines found within the division Procedure Manual and other areas.
• Act as the liaison between HD Management Team and the Lead Support Team to create cohesiveness, collaboration, and clear communication between both teams.
• Relay to the division pertinent information and updates from the agency Executive Leadership Team and the HD Management Team.

Division process improvement and major task tracking

• Investigate operating methods and procedures in various agency and division functional areas and develop and offer improved methods. Drive continuous improvement for processes and for the AD and Deputy AD.
• Manage and coordinate work flows and ensure completion of multiple, simultaneous HD HR actions, major projects/studies, agency assignments, etc.
• Track and coordinate all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the Management Team when responding to agency assignments.
• Track and oversee divisional response to all deadlines, including SuccessFactors, mandatory trainings, etc.
• Serve on the agency Policy Committee and serve as division expert on agency policies, procedures, and practices. Serve as division point of contact for questions, clarification, and for guidance on preparing quality work that follows agency policy.

Qualifications

Required Qualifications:

• High school diploma or GED, AND four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Knowledge of government organization and administrative procedures, office methods and procedures, research and data collections, agency policies and procedures.
• Experience supervising one or more employees including hiring staff, training and development, assigning work, evaluating performance, and taking corrective action.
• Ability to write and speak effectively, establish and maintain cooperative relations with others, coordinate and supervise the work of subordinate personnel.
• Ability to maintain high level of confidentiality.
• Advanced skill in the use of all Microsoft Office software (Word, Excel, PowerPoint, and Outlook).

Preferred/Desired Qualifications:

• Demonstrated understanding of processes in working with media, elected officials, and executives of the Governor?s Office.
• Comfortable speaking before large groups.
• Strong interpersonal skills, ability to work with all levels of internal management and staff, as well as outside clients, stakeholder groups, and customers.
• Motivated self-starter with initiative to take independent action and own your work.
• Demonstrated ability to prioritize and manage multiple projects simultaneously, handle quick deadlines, and follow-through on issues in a timely manner.
• Demonstrated experience in managing schedules, coordinating meetings, and making travel arrangements.
• Creative and proactive problem solver; must possess the ability to make independent decisions and judgments about work priorities.
• Well organized, flexible, proactive, resourceful, and efficient with strong attention to detail.
• Exhibit confidence and poise in interactions with individuals at all levels.
• Experience in project management and coordination of team-based activities.
• Ability to work with diverse groups and individuals to meet shared goals and outcomes.
• Experience in contracts, budget, and fiscal management.

Supplemental Information

I want to work for Commerce! How do I apply?

To be considered for this position the following are needed:

• A complete and detailed online application
• A letter of interest (enter online);
• At least three (3) professional references (enter online).

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified and documentation may be required.
For questions about this recruitment, please contact Jose Dominguez at 360-725-2652 or .
Per Governor Inslee?s Proclamation 21-14 (Download PDF reader) , state employees must be fully vaccinated. Your vaccine status will be verified prior to an offer of employment. Please reach out to Human Resources Specialist Jimmie Wimberly at if you need information on medical or religious accommodation.
Who we are:
At the Department of Commerce (Commerce), we are creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our work.
At Commerce, we're a little different. But for you, it might just be the perfect fit. We're a state agency but operate like a business with the understanding we need to know our customer's needs to fulfill them. Our Olympia offices are open Monday through Friday (flexible schedules are available). Our parking is free and many of our employees bike year round.
Washington State offers commuting programs, including free, subsidized and reduced public transportation incentives. There are approximately 300 employees in our agency. We are committed to our work and value balance in our personal lives. We hire people for a position and encourage them to train for growth opportunities.
If this sounds like a good fit for you and you meet the qualifications, we encourage you to apply today!
What we do:
We are the lead state agency charged with strengthening communities. We administer a diverse portfolio of programs and services, and we support several state boards and commissions.
Our key customers include businesses, local governments and community-based organizations. We also play the crucial role of convening numerous local, state, regional and federal partners and stakeholders, public and private. Together we work to support the Governor's priorities and achieve shared goals and objectives for the citizens of Washington.
Where we work:
Commerce's main office is located in Olympia; however, we also have locations in downtown Seattle and Spokane.
This position will be officially stationed in our Olympia office and will be expected to work from the office one or more days a week.
Olympia
As the state's capitol, Olympia is located off Interstate 5 at the south end of the Puget Sound roughly half-way between Seattle and Portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlands. With year-round art festivals, parades, theater shows, concerts, and community events, Olympia and its surrounding cities have something for everyone. For parents, it boasts some of the best schools in the nation and the renowned HandsOn Children's Museum. Home to two universities (The Evergreen State College and Saint Martin's University), Olympia residents also have the opportunity to pursue a degree while working!
Spokane
Spokane is located in the heart of the Inland Northwest and is the second most populous city in Washington. The Spokane River runs through the city and beautiful Riverfront Park in downtown Spokane. An array of enjoyable outdoor activities are right out our back door; including ski resorts, white-water rafting, camping areas, hiking trails, lakes, and the Centennial trail. Amazed by the arts? Show some love to your artistic side with a trip to the Spokane Region. Broadway performances, intriguing art galleries, world-class museums and powerful stage performances are waiting to be discovered.
Seattle
Surrounded by greenery year round has earned the Seattle the nickname of the Emerald City. Seattle is an exciting urban city surrounded by unmatched natural beauty with a wide variety of outdoor attractions within the city such as Discovery Park and Olympic Sculpture Park. Feel like getting away from the city? Seattle is centrally located surrounded by the Puget Sound and miles of hiking trails within driving distance. Seattle is home to a variety of attractions to include the Seattle Art Museum, Pike Place Market, and historic Pioneer Square. Art and Culture more your style? Seattle is home to more than 100 theater companies, the Seattle Symphony, as well as museums and galleries. Sports enthusiast? Seattle is home to professional football, soccer and baseball teams as well as a variety of collegiate sports to choose from.
Currently, Commerce is closed to the public as a result of the pandemic. While the building is closed, most Commerce staff work remotely except for mission essential employees. For any staff working at Town Square, Commerce requires strict adherence to social distancing protocols and anyone entering the Town Square is required to wear a mask. It is anticipated that interviews for this position will be held using virtual videoconferencing.
Additional Information:
The Washington State Department of Commerce complies with the employment eligibility verification requirements of the federal 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.
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.