Program Operations Specialist

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.

Responsibilities include, but are not limited to:

• 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.
• 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.
• 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.
• 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.
• 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