Administrative Assistant (AA3)

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 an Administrative Assistant to support our Prorate and Fuel Tax Services (PRFT) within the Business & Professions Division.

Our 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.

If you have excellent communication skills, are exceptionally organized, and can successfully manage shifting priorities across diverse responsibilities, we invite you to apply!

As an Administrative Assistant within the Business and Professions Division (BPD), you will play a key role in supporting the daily operations of PRFT. Working closely with the supervising Administrative Assistant, managers, and staff, you will help coordinate meetings, maintain records, document decisions and action items, support recruitments and personnel activities, and ensure the section has the resources and organization needed to meet business goals and deliver excellent customer service. Success in this role requires strong organization, attention to detail, sound judgment, and the ability to adapt quickly in a fast-paced environment while balancing a wide variety of administrative and operational responsibilities.

Some of what you will do:

• Coordinate calendars, meetings, training events, and travel; prepare materials, document decisions and track action items; provide administration and organization support to section leadership and staff.
• Organize and maintain records, correspondence, personnel information, and administrative resources to ensure information is accurate, accessible, and compliant.
• Support recruitments, onboarding, offboarding, and other personnel processes while serving as a resource for staff and managers on administrative procedures.
• Assist with purchasing, invoices, travel documentation, and other operational activities that keep the section running effectively.
• Provide administrative support for special projects, public records activities, and day-to-day business needs while helping leadership respond to changing priorities.

What you will bring to the role:

• Three (3) years of combined progressive experience and education in office, clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Experience must include one (1) year of the following:
• Providing customer service by listening attentively, identifying issues, providing options, fulfilling services or exercising knowledge of laws and regulations to resolve complaints or conflicts.
• Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
• 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:

• Experience in the following:
• Collecting, organizing and storing documents and information, and devising or maintaining effective systems for retrieval and distribution.
• Processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
• Creating and delivering informational materials for customers and stakeholders using presentation and office software.
• The ability to operate a vehicle to transport equipment and materials or to perform assigned duties at multiple worksite locations.

Additional conditions of employment:

• This role will require you to work in office at our Olympia, WA location four (4) days a week as business needs require.
• 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.