Administrative Assistant 4

Salary : $55,596.00 - $74,748.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2026-05491
Department: Dept. of Commerce
Division: Compliance and Contracts Division
Opening Date: 07/07/2026
Closing Date: 7/14/2026 11:59 PM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step


Description
Administrative Assistant 4
At 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.
Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

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.
Let's build what's next, together.

Mission: The Department of Commerce's (Commerce) mission is to grow and improve jobs in Washington by championing thriving communities, a prosperous economy, and a sustainable infrastructure. We build, serve, and invest in communities across the state, centering equity in all we do.

K ey Goals: The Contracts and Compliance Division (CCD) Division provides expert consultation and training to more than 450 programs in contracts, ethics, internal controls and audits, as well as manages the agency's office services.

Outcome Measures: This position helps meet CCD goals through three outcome measures: Engaged Employees, Engaged Stakeholders, and Optimized Operations aligned with divisional needs.

Position Objective: This position is part of the CCD Management Team and is responsible for providing professional administrative support to the Chief Contracts & Compliance Officer (CCD AD) and supervising CCD administrative staff.

Duties

Provides administrative support to the CCD AD:
• Provides professional, complex administrative support to the CCD AD including management of all email correspondence, prioritizing incoming requests, proofing all documents, managing CCD AD's schedule, coordinating meetings and events, travel arrangements and reimbursements, and meeting preparation.
• Exercises independent judgment and make decisions on behalf of the CCD AD relative to administrative management. Authority includes, but is not limited to, determining urgency, priority, and relevance of documents, and electronic and oral communication intended for the CCD AD's attention and/or approval.
• Use sound independent judgment and maintain high level of confidentiality.
• Tracks, prioritizes, and coordinates responses and tasks assigned to CCD AD by the Director's Office, Director's Executive Team, Governor's Office, state agencies, and others as appropriate.
• Screens, sorts, and annotates CCD AD's incoming phone calls, mail, and email. Responds to inquiries regarding the operation of the agency and division. Develop drafts of written and oral responses and highlight particular items for CCD AD or CCD Management Team's attention and maintains follow-up.
• Ensures CCD AD is aware of internal and external deadlines and assists in prioritization of work activities. Serves as liaison between CCD AD and other agency staff, transmitting assignments, reviewing for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy and CCD AD's priorities.
• Reviews, corrects, tracks, and approves all materials for CCD AD signature including contracts, personnel documents, correspondence, travel requests, and purchase requests for division staff members.
• Manages CCD AD's delegation of authority to specific CCD staff, ensuring delegations are current and appropriate.
• Assists with onboarding of new hires, including completion of internal HR forms, equipment provisioning and supply ordering, and general onboarding; ensures the new employee checklist is completed, benefit enrollment, and hard copy and electronic file management. Oversees payroll activities for the CCD AD, ensuring that leave slips and time sheets are entered and approved accurately and timely.
• Manages recruitment process when CCD AD is the hiring manager.
• Assists the CCD AD in monitoring the division budget, related purchasing, and budget planning.
• Assists the CCD AD with drafting, proofreading and/or conducting research.
• Assists the CCD AD in general operations management that consists of facilities/workstation management, human resource (HR) planning, and conducting operational performance assessments as it relates to the division's performance goals.
• Addresses division and agency groups on efficiencies, department and division functions, and policies; answers questions regarding the operation thereof.
• Provides interpretation or explanation of CCD AD's strategic plan, directives, and assignments.
• Prepares correspondence for CCD AD; exercises signature authority on administrative matters.
• Takes meeting minutes for all CCD Management Team meetings, tracks deliverable due dates and action items.
• Works with Communications to maintain CCD IntraCOM pages.
• Schedules and plans CCD all-staff meetings and other recurring meetings CCD AD is responsible for leading.
• Maintains updated CCD staff roster and oversees recognition efforts including anniversary certificates and pins.
• Scans hardcopy mail as necessary to support remote work, scan and file and/or box original documents.
• Represent CCD AD at meetings as assigned.

Supervision of administrative support employees:
• Develops, assigns and supervises the workload of direct reports, providing clear deadlines and expectations.
• Reviews work products and provide appropriate feedback.
• Meets with each direct report one-on-one at least weekly.
• Conducts mid-term and annual performance reviews of direct reports.
• Provides ongoing feedback and mentoring.
• Helps identify professional development and growth opportunities.

Qualifications

Required 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.
• Collaborating with others in a complex environment to complete projects and tasks.
• Experience leading a diverse team to accomplish shared goals through the delegated authority of others or a formal role without formal positional authority.
• One year of supervisory experience within the last five years.
• One year of experience taking meeting minutes and developing agendas.
• One year of experience proofreading and finalizing documents, including editing for clarity and content, and identifying and correcting errors in grammar.
• One year of experience managing multiple and competing priorities.
• One year of experience using the following computer software programs (or equivalent):
o Microsoft Word
o Microsoft Excel
o Microsoft Outlook
OR
One (1) year as an Administrative Assistant 3 or Two (2) years as an Administrative Assistant 2

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:
• 4 years of experience
• 3 years of experience and 1 year of education
• 2 years of experience and 2 years of education
• 1 year of experience and 3 years of education
• 0 years of experience and 4 years of education

Required Position Competencies:
• Superior editing skills
• Superior written and verbal communication skills
• Superior organization skills
• Ability to anticipate administrative needs
• Ability to build consensus and gain buy in
• Ability to remain calm and maintain effectiveness in high-stress environments

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: - please reference the job number in your message.

Supplemental Information


This position is based in the Olympia office though occasional in-state travel to attend events or meetings may be required. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, View phone number on click.appcast.io (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at


Our Commitment to Equal Opportunity
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at View email address on click.appcast.io. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or View phone number on click.appcast.io.


Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.
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.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.


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.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.


Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

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 (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (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 , 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

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026
01


This role involves managing highly confidential information, balancing competing priorities, and interacting with internal and external parties on behalf of the Assistant Director. In the space below, please write a formal cover letter describing your interest in this position and how you have supported a leader or team in a fast-paced environment. How did you stay organized, ensure discretion, and keep relationships positive?
02


How many years of post-high school equivalent formal education (including college-level coursework, technical and/or vocational education, and/or certification programs) involving business administration, public relations, communications, or closely related field do you have?

• Less than 1 year
• More than 1 year but less than 2 years
• More than 2 years but less than 3 years
• More than 3 years but less than 4 years
• More than 4 years but less than 5 years
• 5 or more years

03


How many years of professional level experience do you have in the following areas:• Office/clerical, secretarial, bookkeeping, accounting, or general administrative work.• Collaborating with others in a complex environment to complete projects and tasks.• Experience leading a diverse team to accomplish shared goals through the delegated authority of others or a formal role without formal positional authority.• One year of supervisory experience within the last five years.• One year of experience taking meeting minutes and developing agendas.• One year of experience proofreading and finalizing documents, including editing for clarity and content, and identifying and correcting errors in grammar.• One year of experience managing multiple and competing priorities.• One year of experience using the following computer software programs (or equivalent):oMicrosoft WordoMicrosoft ExceloMicrosoft Outlook

• Less than 1 year
• More than 1 year but less than 2 years
• More than 2 years but less than 3 years
• More than 3 years but less than 4 years
• 4 or more years of experience

04


If you indicated you have experience noted above, please explain how, where and when you gained this knowledge and experience (must also be reflected in the work experience of your application). If you answered no, please type N/A in the text box below.)
05


Have you had 1 year of supervisory experience that has taken place within the last 5 years?

• Yes
• No

06


Do you have 1 year of experience as an Administrative Assistant 3 within State Government?

• Yes
• No

07


Do you have 2 years of experience as an Administrative Assistant 2 within State Government?

• Yes
• No

08


If you are hired for this position, you will be duty stationed at the Olympia office and will need to come into the Olympia office to work 1-2 days per week. Can you commit to working in the Olympia office 1-2 days per week?

• Yes
• No

09


Please describe how you meet the Desired Qualifications. If you do not, please type N/A in the text box below.
10


As a condition of employment, I understand and agree that I must reside in the state of Washington prior to or on the first day of state employment.

• Yes
• No

11


Are you a current or former employee of the state of Washington?

• Yes
• No

12


If you answered yes to the question above, what is the agency you are currently or formerly with? If you answered no, please type N/A.
13


Please select the option below that best indicates where you heard about this job opportunity.

• Aggregate job search website (Indeed.com, Simplyhired.com)
• Department of Commerce website
• Department of Commerce employee
• Social Media (LinkedIn, Facebook, Twitter)

Required Question