Administrative Assistant 4

Administrative Assistant 4At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places. This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you.The Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness. This position reports directly to the Assistant Director (AD) of the HD division. This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, addresses public groups on Commerce functions and policies, and answers questions regarding the operation of the HD division. The quality of performance of the incumbent in this position directly affects the AD's ability to manage and coordinate all division functions and implementation of agency mission and goals. This position also supervises lower-level administrative assistant staff and serves as the administrative lead for HD administrative staff. This position requires an in-office presence two days per week at our Olympia office, on Tuesdays and Thursdays.DutiesProvide high-level, complex administrative support to the AD and Deputy AD of HD:Exercise signature authority on administrative matters.Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality.Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc.Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD's or Deputy AD's signature.Schedule management team and administrative unit team meetings, prepare agendas, and take and distribute meeting notes.Coordinate, prepare and facilitate various division meetings and events.Coordinates in state and out of state travel. Tasks include scheduling hotels, flights, itineraries, and reserving rental vehicles. Prepare and submit related travel reimbursements.Manages incoming mail, emails, phone calls, and voice messages on behalf of the AD, acts independently on issues where authority is delegated.Responds to inquiries and directs correspondence to the appropriate contact.Highlights priorities and informs the AD and Deputy AD on these items.Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director's Office, the Governor's Office, the Office of Financial Management, and other internal or external and executive staff.Screen, sort, and prioritize appointments for AD or Deputy ensuring appointments are triaged accordingly.Prioritize and complete various deadline driven projects as assigned.Respond to general inquiries from stakeholders verbally and in writing regarding the division.Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up.Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities.Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.Review, correct, track, and approve all materials for AD signature including contracts, personnel documents, correspondence, travel requests, purchase requests, STAR forms and Leave Requests, and other documents for approx. 200 staff members.Address division and agency groups on efficiencies, department and division functions, and policies, and answer questions and provide guidance regarding agency and division operations.Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents.Coordinate with the division's Organizational Development and Communications Specialist, Policy Director, Managing Directors, and Program Managers to develop speaking engagement materials and other resources for conferences and meetings.Serve as backup division records coordinator.Division process improvement and project management:Investigate operating methods and procedures in various agency and division functional areas and develop and offer improved methods. Drive continuous improvement for processes and for the AD and Deputy AD.Manage and coordinate workflows and ensure completion of multiple, simultaneous HD HR actions, major projects/studies, agency assignments, etc.Track and coordinate all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the HD Management Team when responding to agency assignments.Manage and keep up to date division distribution lists (i.e., HD all staff, HD management team, HD deputies, HD Supervisors, HD contract managers) divisional tracking systems such as Freeze requests and out of state approvals.Track and oversee divisional response to all deadlines, including annual performance development plans, mandatory trainings, etc.Serve as project manager for division all staff meetings, leading a team of unit representatives to plan and execute two semi-annual all staff meetings.Serve as project manager or project coordinator for special projects assigned by AD or Deputy AD.Supervise and coach administrative staff:Supervise professional staff.Oversee the work performed by the staff.Delegate workload responsibilities and assignments to staff.Provide regular feedback, coaching, and guidance to staff.Evaluate staff performance and address performance concerns as necessary.Recommend corrective and/or disciplinary actions to the AD and Deputy AD.Encourage and support staff professional development goals and opportunities.Manage staff mandatory training requirements ensuring timely completion.Work with staff to identify additional training needs that support growth and development.Provide leadership and coaching to the HD Lead Support Team:Chair and facilitate regularly scheduled HD Lead Support Team meetings with the Lead Support team consisting of staff who provide administrative support throughout the division.Lead the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness to meet the needs of internal and external customers.Act as the liaison between HD Management Team and the Lead Support Team to create cohesiveness, collaboration, and clear communication between both teams.Relay pertinent information and updates from the agency Executive Leadership Team and the HD Management Team to division staff ensuring clarity and awareness for division staff.Provide guidance to all units' lead support staff on changes in administrative procedures, upcoming work assignments, and cross-coordination efforts between division programs.Identify division best practices to ensure items from the units requiring the AD's or Deputy AD's approval meet requirements and are complete and accurate.QualificationsRequired Position Qualifications: Four (4) years of combined experience and/or education as described below:Experience must include the following areas:Office/clerical, secretarial, bookkeeping, accounting, or general administrative work.Coordinating schedules and supporting in-person and virtual meetings and events, preparing materials, and documenting outcomes to ensure productive collaboration and follow-up.Drafting, editing, and formatting correspondence and reports.Delivering responsive, respectful customer service and building effective working relationships with staff, partners, and the public.Prioritizing and managing multiple assignments; exercising sound judgment and problem-solving skills; maintaining confidentiality, ethical conduct, and accountability for work quality and timeliness.Ability to write and speak effectively, and coordinate and supervise the work of administrative support staff.Intermediate skill in the use of all Microsoft Office software (Word, Excel, PowerPoint, and Outlook).OR One (1) year as an Administrative Assistant 3 or Two (2) years as an Administrative Assistant 2Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system may substitute for one year of professional experience.Education involves business administration, public relations, communications, or closely related field. Qualifying education post High School or equivalent may be substituted year for year for experience. Examples of how to qualify:Four years of experienceThree years of experience and one year of education