Administrative Assistant 4

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.

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.

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.

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.

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

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. This position will be duty stationed in our Olympia office and will be expected to come into the office 1 to 2 days per week.

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.
• Represents 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): Microsoft Word, Microsoft Excel, 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: View email address on click.appcast.io - 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 View email address on click.appcast.io.

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