Program Operations Specialist

Description Note: Our physical office is in Tumwater, WA. This role is hybrid, meaning you will be required to work in the office two to three days each week. The specific days will depend on current business needs, the level of office support required, scheduled meetings, and any upcoming events. Who We Are In response to deaths resulting from encounters with law enforcement and the community’s demand for change, the Washington State Legislature created a new, first-of-its-kind agency: the Office of Independent Investigations (OII). This new agency was formed in 2021 and operates under the requirements of the law, in which investigations involving the use of deadly force must be truly independent of the involved law enforcement agency. Our mission is to conduct fair, thorough, transparent, and competent investigations of incidents involving the use of deadly force. This approach to investigations is intended to remove conflicts of interest, improve accountability and transparency, and renew the public’s confidence. Through these efforts, we hope to strengthen relationships between law enforcement and the community in the interest of building public trust. The job opportunity We are seeking a highly organized and collaborative person who has an interest in the mission of the Office of Independent Investigations to join our team and support the communications and legislative divisions. In this high-visibility role, you will provide administrative support to the Director of Communications and the Legislative Director. Communications support requires sound judgment, maintaining confidence, and ensuring that the agency’s reputation externally is respected. For the Legislative Director, you will be a key point of contact for legislators, legislative staff, and other interested parties, where awareness of protocols and the importance of follow up is critical. In all, you will help ensure the efficient operation of both divisions by coordinating communications, managing administrative processes, and providing cross-functional support that advances OII's mission. What You’ll Do Responsibilities include, but are not limited to Program Administration Ensure division staff have the administrative resources, information, and support necessary to effectively perform their work and maintain day-to-day operations. Manage complex calendars, monitor and coordinate multiple email accounts, including those of the two Division Directors, and oversee agency correspondence, travel arrangements, and other administrative functions for division leadership and staff. Assess competing priorities and respond appropriately to urgent or time-sensitive matters. Plan, coordinate, and execute employee engagement activities, recognition events, and organizational celebrations to promote a positive workplace culture. Participate in the review and implementation of policies, procedures, and administrative practices to support operational effectiveness and ensure feasibility. Identify opportunities to improve administrative processes and operational efficiency; develop and recommend process improvements to enhance workflow, customer service, and organizational effectiveness. Legislative Administration Provide administrative support to the Legislative Director by coordinating assignments, monitoring deadlines, and tracking follow‑up actions. Attend meetings on behalf of the Legislative Director, as assigned, and prepare meeting agendas, record meeting minutes, and distribute meeting summaries. Monitor and follow up on action items to ensure timely completion of assignments and deliverables. Draft, edit, and coordinate correspondence, reports, and other written communications for the Legislative Director. Serve as a liaison between the Legislative Director and internal and external interested parties by facilitating communication and coordinating the flow of information. Maintain a comprehensive understanding of the division’s and agency’s mission, priorities, legislative activities, and operations to anticipate administrative needs and effectively support the Legislative Director. Responsible for updating the Legislative Bill Tracker. Communications and Community Relations Administration Manage subscriptions, professional memberships, and other resources that support the Communications and Community Relations Division. Recommend and implement administrative process improvements to enhance operational efficiency. Respond to sensitive inquiries and maintain the confidentiality of sensitive information. Develop, revise, and maintain agency forms, including printed, electronic, and automated forms. Assist the Advisory Board Coordinator in planning and coordinating biannual Advisory Board work sessions. Coordinate meetings and projects by preparing agendas, monitoring timelines, tracking action items, and supporting project deliverables. Record and distribute meeting minutes and maintain documentation of decisions and follow‑up actions. Prepare, edit, and format reports, presentations, correspondence, and other materials for internal and external audiences. Provide administrative support for communications activities during active use‑of‑deadly‑force investigations, including preparing news releases, researching contact information, and coordinating reports. Develop and maintain standard operating procedures and workflows for OII-hosted community engagement events. Contracts Research and conduct outreach to vendors to obtain information needed to support contracting and fiscal accountability activities. Prepare, process, and track purchase requisitions, purchase orders, and invoices for the Communications and Legislative Divisions. Maintain accurate and organized procurement records and support compliance with internal procurement policies and procedures. Human Resources Support onboarding new staff by providing guidance on required resources, policies, and administrative procedures. Prepare and process required human resources forms and documentation for new hires and position changes. Required / Minimum Qualifications Experience performing high‑level administrative duties, providing and coordinating administrative support for upper management, as well as for a multi‑function program or division. Demonstrated knowledge of administrative and office management principles, practices, and procedures. Demonstrated knowledge of procurement, purchasing, and payment processing procedures. Extensive experience in coordinating multiple administrative processes, projects, or assignments simultaneously while meeting deadlines. Experience in reviewing records, transactions, or documentation for accuracy, completeness, and compliance with established requirements. Experience in interpreting and applying policies, procedures, and guidelines to support business operations. Proven ability to analyze issues, exercise sound judgment, and determine appropriate courses of action. Demonstrated ability to communicate effectively with employees, applicants, vendors, and management, both verbally and in writing. Proven ability to independently identify process improvements and implement solutions that increase operational effectiveness. Advanced proficiency in Microsoft programs such as Outlook, Excel, Word, PowerPoint, SharePoint, and Teams, as well as virtual meeting platforms like Zoom. Ability to take action to learn and grow. Ability to take action to meet the needs of others. Desired Qualifications Some knowledge of the Washington State Legislative process. Special Requirements Criminal History Background and Washington State Patrol Fingerprinting. More than Just a Paycheck! Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs. Read About Our Benefits The following information describes typical benefits available for full‑time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full‑time work (e.g. part‑time); view the job posting for benefits details for job types other than full‑time. Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax‑deferred dollars toward their health care expenses. Employees are also covered by basic life and long‑term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. Dependent care assistance allows the employee to save pre‑tax dollars for a child or elder care expenses. Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. The Washington State Employee Assistance Program promotes the health and well‑being of employees. Retirement And Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre‑tax salary dollars you defer as well as the flexibility to choose between multiple investment options. Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system. Public Service Loan Forgiveness If you are employed by a government or not‑for‑profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program. Holidays Full‑time and part‑time employees are entitled to paid holidays and one paid personal holiday per calendar year. Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Please visit the State HR Website for more detailed information regarding benefits. Sick Leave Full‑time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. Sick leave accruals for part‑time employees will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Pay status includes hours worked, time on paid leave and paid holiday. Vacation (Annual Leave) Full‑time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full‑time employees who are in pay status for less than 80 non‑overtime hours in a month do not earn a monthly accrual of vacation leave. Part‑time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Pay status includes hours worked, time on paid leave and paid holiday. As provided in WAC 357-58-175, an employer may authorize a lump‑sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165. Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave. Military Leave Washington State supports members of the armed forces with 21 days paid military leave per year. Bereavement Leave Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave. Additional Leave Leave Sharing Parental Leave Family and Medical Leave Act (FMLA) Leave Without Pay Questions? For questions about this recruitment or to request reasonable accommodation in the application process, please email View email address on click.appcast.io. The Office of the Governor is an equal opportunity employer. We strive to create a working environment that includes and respects diversity in cultural, racial, and ethnic backgrounds, as well as sexual orientation and gender identity. Women, racial and ethnic minorities, persons with disabilities, persons over 40 years of age, and disabled and Vietnam‑era veterans are encouraged to apply. Special Note: This position #J-18808-Ljbffr