Administrative Assistant (AA4)

Administrative Assistant

We are dedicated to growing a culture of belonging through our values: Respect | Trust | Diversity | Inclusion | Equity At the Department of Licensing (DOL), we recognize the importance of work life harmony and strive to create a culture where employees feel valued and respected. Our employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers and help build trust in our government.

We are currently recruiting for two (2) Administrative Assistants to support our Prorate and Fuel Tax Services (PRFT) and our Licensing Customer Support Services Sections within the Business & Professions Division. The Business & Professions Division (BPD) oversees licensing and regulatory activities for 34 professions and 133 license types (businesses and individuals) and administers the Prorate and Fuel Tax Services Section. PRFT administers the state's fuel tax collection programs, as well as the International Registration Plan (IRP) and International Fuel Tax Agreement (IFTA), collecting almost $2 billion in annual revenue for the state's transportation programs to ensure investment continues in state roadways.

To support the Business & Professions Division, the Licensing Customer Support Services (LCSS) team provides external-facing, high-quality support for more than 34 professions and 133 license types in a fast-paced operational environment. Organized into cross-trained teams comprised of a contact center and processing units, including serving walk-in customers, we guide customers through initial licensure, renewals, and reciprocity so they can obtain and maintain professional certifications. Serving hundreds of thousands of business licenses annually, our mission is to deliver timely responses, clear direction, and excellent customer service to help Washington's professionals meet licensing requirements.

If you have excellent communication skills, are exceptionally organized, and can embrace a role of leadership and executive support, we invite you to apply!

As an Administrative Assistant within the Business and Professions Division (BPD), you will be the principal assistant to an Administrator. While you will support independently either PRFT or LCSS, both roles require very similar experience and abilities. Predominantly, you will handle routine administrative work, manage schedules and meetings, plan and troubleshoot operational needs, safeguard sensitive and confidential information with professionalism and discretion and build strong working relationships across the division. You will also directly supervise administrative support staff while partnering closely with your Administrator to lead initiatives, share information, and develop solutions. Prior experience representing leadership professionally and exercising sound judgment with minimal supervision is going to lead to your success in this role. While supporting routine and special work assignments, you will also ensure service delivery continues to function while representing your administrator at times. Your attention to detail and ability to excel under tight deadlines and pivot based on changing priorities will be essential.

Some of what you will do:

• Maintain Administrator email, calendar, and schedule.
• Act on behalf of your Administrator as necessary, including signature authority on administrative correspondence.
• Supervise staff that provide administrative and clerical support to the section area(s).
• Coordinate leadership travel arrangements, creating itineraries, compiling expenditure reports, and preparing vouchers.
• Create and maintain section records according to state and agency retention schedule for public record requests.
• Act as an HR Liaison within the division to assist with recruitments, documenting corrective actions, investigations, hiring, onboarding, and offboarding.
• Monitor monthly budget reports to reconcile and track expenditures and assist in establishing budget allotments.
• Help plan and coordinate unit-wide projects and programs.
• Provide functional oversight of other leaders in many circumstances.

What you will bring to the role:

• Four (4) years of progressive experience in office, clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Experience must include two (2) years of the following:
• Providing administrative support to a supervisor, work unit, or mid-level manager which could include scheduling meetings, managing a calendar, managing assignments, or acting as a delegated authority.
• Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
• Processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
• One (1) year of composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, notes independently.
• The ability to:
• Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
• Promote and support a respectful, equitable, and inclusive workplace for all employees.
• Promote and support respectful, equitable, and inclusive delivery of services to customers.
• Take action to learn and grow.
• Take action to meet the needs of others.

What may help set you apart:

• Associate degree or higher.
• Experience in the following:
• Leading or supervising a team which could include guidance to staff, cultivating teamwork, mentoring, or coaching staff.
• Coordinating travel and meeting arrangements for staff using Travel Expense Management System (TEMS) or similar system.
• Managing, coordinating, and archiving records according to approved retention schedules.
• Monitoring budgets, tracking expenditures, and budget projections.

Additional Conditions of employment:

• These roles will require you to work in office at our Olympia, WA location every Wednesday and Thursday. Additionally, you will help the larger team provide in-person coverage Monday through Friday each week, often by working additional days in office.
• Prior to a new hire, a pre-employment check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

DOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take steps to ensure that people with disabilities are provided reasonable accommodation.

For information about available accommodations, the interview process, or the position contact Kyle Odell.

Join us as we transform how government delivers services! Together, we can build a legacy of commitment to diversity, equity, and inclusion that will benefit generations to come. Be part of this vital mission and make a real impact in your community.

How to Apply:

• Select the apply button at the top of this job announcement.
• Attach:
• Cover Letter
• Resume

Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas, including supplemental questions, are completed in full. 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. We value diverse perspectives and life experiences. We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ+, people with disabilities, and veterans. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.

The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, religion, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability. Persons requiring accommodation in the application process, during the recruitment process, or who need this job announcement in an alternative format, may contact the Human Resources Office at View phone number on click.appcast.io or may email View email address on click.appcast.io. Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at View phone number on click.appcast.io.