ADMINISTRATIVE ASSISTANT 4 - INTERNAL ONLY

Administrative Assistant

This opportunity is available only to current Internal Employment Security Department employees. This non-permanent, four-month position ends October 10, 2026, and is eligible for full-time telework; it is primarily virtual, with occasional in-office meetings as business needs arise.

Administrative assistants are the backbone of our agency, and in this role, we rely on you to be a steady, positive influence who ensures daily operations run smoothly. The ideal candidate is a confident, highly organized professional who excels at leading administrative functions and representing the Innovation & Technology Services Division with professionalism and sound judgment.

They bring at least one year of experience directing or guiding others and have a strong track record of managing complex office operations in a fast-paced, service-driven environment. They are skilled at coordinating workflows, improving processes, and ensuring smooth daily operations. They are also adept at facility planning, purchasing, inventory management, HR-related procedures, and recruitment coordination, serving as a reliable point of contact for I&T staff and agency partners.

This candidate thrives in a collaborative environment, anticipates operational needs, and contributes to division-wide strategic and process improvement efforts. They take initiative, lead with professionalism, and help standardize administrative practices to support the mission and priorities of ESD's Innovation & Technology Services Division.

To request a detailed position description, click here.

Duties

Manage administrative operations and coordinate administrative support. Tasks include:

• Responsible for daily and routine administrative operations activities and communications, monitors information, requests, and internal assignments to ensure timely completion; lead and assist in administrative projects and budget process assignments.
• Prepare, proofread, review, and manage correspondence on behalf management for unit, division, agency; and public release; responsible for collecting and maintaining all requisite receipts; and documentation to ensure proper agency, state and federal audit and reporting standards are met.
• Budget, organize, schedule, manage, and coordinate employee engagement and training events and functions, including events that may exceed several hundred attendees: responsible for event facility arrangements and logistics; prepare and distribute agendas, handouts, Years of Service (YOS) awards/gifts, and training materials.

Provide human resources administrative support. Tasks include:

• Consult with Management Analyst on human resources actions; ensure personnel actions and HR processes are performed in compliance with policies and procedures.
• Maintain confidentiality for HR related items.
• Prepare, process, and assist in tracking all evaluations, personnel, and position actions; inform management about deadlines and policies related to personnel and position actions processes and procedures; correctly complete HR paperwork (i.e., recruitments, on-boarding, and off -boarding, evaluations, position descriptions, personnel actions, etc.) in a timely manner.
• Initiate HR actions; submit EPARs in an accurate and timely manner; proofread and verify correctness of personnel and position actions; obtain required signatures from proper parties; upload final version to ESDocs and distribute to appropriately; proactively and independently seek input from management and HR when uncertain of procedures, content, and policies related to EPARs and HR actions.

Provide fiscal administrative support. Tasks include:

• Research operating procedures with other agencies, establish procedures and development for improved administrative methods.

Qualifications

Qualifying candidates will meet one of the following criteria options:

All options below must include at least one (1) year of leading or directing others.

Option 1:

• Five (5) years equivalent education/experience.

Option 2:

• One (1) year as an Administrative Assistant 3 OR
• Two (2) years as an Administrative Assistant 2.

Option 3:

• High school diploma or equivalent AND
• Four (4) years progressively responsible clerical, office or administrative experience.

Option 4:

• Bachelor's degree in business administration, public administration or a closely related field substitutes for related experience.

The required experience includes:

• Professional Judgment and Discretion, Oral and Written Communication Skills, Situational Awareness, Interpersonal and Relationship Skills, Decision-Making and Problem-Solving and Organizational Knowledge.
• Standards & Procedures Coordination : Ability to coordinate administrative standards and procedures.
• Policy Coordination & Development : Ability to coordinate and develop policies and administrative methods.
• Policy Interpretation & Application : Ability to interpret and apply administrative policies.
• Correspondence Preparation : Ability to prepare and authorize administrative correspondence.
• Project Coordination : Ability to direct and coordinate special projects.
• Representation & Communication : Ability to represent the supervisor and communicate policy matters.
• Supervisory Skills : Ability to supervisor or lead and provide guidance to staff.
• Strategic Planning : Ability to engage in strategic and quality planning.

Preferred/Desired Qualifications:

• Working level experience with MS Word, Excel, PowerPoint, and Outlook.
• One (1) year of experience and working knowledge with SharePoint and Microsoft Teams.
• Five years (5) of progressively responsible experience in office/clerical, secretarial, legislative, or general administrative work, with at least one year of high-level administrative duties and/or providing and coordinating administrative support functions with multiple supervisors or managers.

Required equity competencies:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

Special Requirements/Conditions of Employment:

• Must be able to pass an Unemployment Insurance (UI) and Paid Family Medical and Leave (PFML) claim and fraud check.
• This position has access to federal tax information and therefore, per RCW 41.04.821 and the IRS publication 1075, is required to have a criminal history record check through the Washington State Patrol and the Federal Bureau of Investigation

Please submit only the required documents as noted below and ensure all Personal Identifying Information (PII) such as Social Security numbers etc. are edited out of your materials for privacy. Additionally, we ask that you not include photographs or external links within your documents. Any documents uploaded through this platform will be securely transmitted electronically to support application review.

Please submit your Cover Letter and Resume with your Online Application through the "Add Attachments" field. A resume will not substitute for the "work experience" section of the application or vice versa. Applications with blank fields, or supplemental question responses with comments such as "see attachments" may be considered incomplete.

Supplemental Information

Our agency's mission and values drive every decision that we make, determine how we interact with others, and are at the core of who we are. We value Access, Love, Belonging, Equity, and Stewardship. We understand that a work environment that respects your work/life balance is key; that's why many of our positions are eligible for flexible work schedules and teleworking opportunities. Through support, value, and trust, our employees are empowered to grow and develop into their best self.

Opportunity for All

We strive to create a working environment that includes and respects cultural, ethnic, racial, religious, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, people with disabilities, people over 40 years of age, people with religious beliefs, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

The Employment Security Department is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities.

If you are a person needing assistance in the application process, if you need this job announcement in an alternate format, or if you have general questions about this opportunity, please contact