Recruitment: Administrative Assistant-Field Program Services Olympia-HQ

Recruitment: Administrative Assistant-Field Program Services Olympia-HQ

The Washington Federation of State Employees (WFSE), AFSCME Council 28, has a long history of fighting for workers' rights and employee benefits while tackling social justice issues with passion and energy. The WFSE has operated in the state capital for over 80 years, fighting for fairness and equality. We ensure hardworking public service workers receive better pay, health care, retirement benefits, and a healthy work environment. There's more to accomplish, and we believe we can achieve it with the right personnel. Join our team and be part of a larger mission that will make an impact for years to come. Learn more about who we are at wfse.org

WFSE is recruiting a Field Program Administrative Assistant for our Field Services Department.

Reporting to the Field Program Director, the Field Program Administrative Assistant provides dedicated administrative and program coordination support across Field Services. This position organizes the Director's calendar, commitments, information, and follow-up; coordinates program activities; and develops and maintains the cloud-based tools and records that support the Field Program. This position includes data management, and core responsibilities include maintaining accurate organizational records, preparing reports, coordinating meetings and events, supporting department programs, and assisting with daily operations. This role requires strong organizational, analytical, technical, and communication skills, as well as the ability to exercise independent judgment and manage multiple competing priorities across a statewide program.

Essential Functions

• Provide dedicated administrative support to the Field Program Director by managing calendars, scheduling, meeting preparation, correspondence, travel arrangements, and confidential records.
• Maintain a coordinated system for the Director's assignments, projects, deadlines, and follow-up across program areas.
• Coordinate administrative activities for the Steward Program and WFSE Executive Board Steward Committee.
• Update and maintain card processing protocols and manuals, and coordinate and process membership cards and disseminate as directed by the Field Director.
• At the Director's direction, develop and coordinate the administrative structure of the NEO program.
• Build, organize, and maintain SharePoint sites, pages, document libraries, Microsoft Lists, and related Microsoft 365 resources for Field Program operations.
• Maintain and verify Field Program records in UnionWare, AFSCME systems, and related platforms.
• Coordinate administrative tracking, documentation, and reporting of WFSE local election compliance.
• Compile, reconcile, and analyze Field Services data and reports from all areas of Field Services to prepare Operational Reports and other reports for the Director, executive board, and committees.
• Coordinate meetings, conferences, trainings, and events and, as requested, support for the WFSE Biennial Convention.
• Coordinate field supply purchasing, inventory, and distribution and coordinate Green Machine reservations, processing, and logistics.
• Review activity reports, expense vouchers, leave requests, payroll, and administrative documents for completeness and accuracy and route to the Field Program Director for approval.
• Create and maintain Action Network events and registration pages, and forms for Field Program activities. Coordinate peer-to-peer texting activities for Field Program outreach, as assigned. Design, prepare, and print digital Field Program materials using Canva.
• Other duties as assigned.

Required Qualifications:

• Five (5) years of progressively responsible experience in office/clerical or general administrative work, including two (2) years of related experience in data entry.
• Demonstrated experience building and maintaining SharePoint sites and resources.
• Proficiency with data entry software and cloud-based Microsoft 365 Office Suite (Excel, Teams, Outlook, Word, Access, Forms, Power Automate, SharePoint, etc.).
• Demonstrated experience with Excel databases and data clean-up.
• Experience using Action Network, Canva, Pivot Tables, and Asana.
• Strong attention to detail, accuracy, organization, time management skills, including demonstrated ability to manage and prioritize multiple tasks and projects.
• Ability to work independently and collaboratively in an administrative support role and learn unfamiliar software and program processes.
• Effective listening, interpersonal, communication, and problem-solving skills.
• Ability to work independently and collaboratively in a support role and learn new systems and processes.
• Must have a valid Washington State Driver's License.

Desirable Qualifications:

• Associate's or Bachelor's degree in Business Administration, Computer Science, or a related field.
• Ability to take business requirements and translate them into data reports.
• Experience in performance tuning and optimization of database and data-related processes.
• Certification in the Microsoft Office Suite.
• Knowledge of the labor movement is a plus.

Special Note:

This position is overtime eligible.

Selected candidates are expected to live within commuting distance of their assigned work location and within Washington state.

This position may be required to work some weekends.

Travel is usually limited to the designated area of responsibility, but may be required.

Applicants must have a valid driver's license, use of a personal vehicle, and valid vehicle insurance.

A driving abstract and a background check will be conducted as a condition of employment.

Benefits include 12 paid holidays, annual vacation and sick leave, a $150 monthly cell phone allowance, medical/dental/vision, life and long-term disability insurance, 401K, Pension Plan, personal holidays, and more.

The salary range is $62,759 to $72,650 and will be determined commensurate with experience.

To be considered for this position(s), applicants must submit a resume, letter of interest, and at least three (3) professional references to: View email address on click.appcast.io. Your letter of interest should clearly explain how your experience, training, and education make you the best candidate for this position.

This position is open until filled; however, the hiring authority may conduct interviews as soon as qualified candidates apply. It is to the applicant's advantage to apply as early as possible.

The Washington Federation of State Employees is committed to providing equal employment opportunity and equal access in a non-discriminatory manner to its programs and services for all persons without regard to race, creed, color, marital status, gender, sexual orientation, religion, age, national origin, political affiliation, honorably discharged veteran or military status, or the presence of any real or perceived sensory, mental, or physical disability. Persons requiring accommodation in the application process or for an alternative format may contact the HR Manager, Tiffany Wright, at View phone number on click.appcast.io or View email address on click.appcast.io. Persons with disabilities, including hearing impairments, can call the Washington Relay Service by dialing 7-1-1 or View phone number on click.appcast.io. The WFSE 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.