Administrative Assistant - Receptionist

About us: The Office of the State Treasurer (OST) serves as the financial hub for Washington State government, managing investments, debt, and cash flow with integrity and precision. OST provides critical banking, investment, debt issuance, and accounting services to state agencies, while partnering with local governments to deliver essential financial solutions. Our team of approximately 70 professionals is dedicated to strengthening public trust through responsible financial management, exceptional customer service, and a culture of collaboration and continuous improvement. Opportunity: We are seeking a dynamic Administrative Assistant / Receptionist to join our Main Office team. As the first point of contact for our agency, the ideal candidate will possess an exceptionally welcoming demeanor and a strong background in customer service. This role requires excellent adaptability, swift task-switching abilities, and a flexible schedule to support a fast-paced state agency environment. Reporting to the Administrative Operations Manager (AOM), this position supports the organization’s mission by performing professional level administrative functions for the agency in the areas of program management and support, constituent correspondence, office administration, and other varied functions. What we are looking for: We’re seeking someone who thrives in a dynamic environment, loves connecting with people, and prides themselves on being exceptionally adaptable. Successful candidates will demonstrate the following competencies: Accountability - Accepts personal responsibility for the quality and timeliness of his/her work and can be relied upon to achieve excellent results. Understands that attention to detail is necessary for success. Customer Focus - Builds and maintains excellent internal and external customer relations. Ensures customer satisfaction with the services offered by the organization. Interpersonal Skills - Exhibits interpersonal leadership skills and abilities to establish and maintain professional working relationships with co-workers, management and other constituents. Inclusiveness - Recognizing the value of a diverse workforce, actively contributes to a work environment that embraces building relationships and partnerships with key stakeholders. Primary Responsibilities: Reception Desk - as the first point of contact, you will: Answer multi-line phone system and assist callers with a diverse range of issues Greet guests, visitors, and meeting attendees who come to our office Provide office tours - including the Vault and the Treasurer's Office Performs the following duties, in collaboration with the existing Administrative Assistant-Receptionist, as assigned by the Administrative Operations Manager; Manage the general office email account Manage agency conference rooms, and interoffice booking calendar Print, copy, and collate meeting materials as needed Manage office incoming and outgoing mail Manage retention and disposition of administrative records in accordance with agency and state guidelines. Collaborate with agency Records Officer as needed. Manage and coordinate building access for all OST staff. Set up access with the Department of Enterprise Services (DES), order access card keys and manage distribution, and log of physical keys. Coordinate and assist staff with telephony equipment, office furniture, parking, and other needs. Process notices of Intent, provide support for COP sales, verify payment registers, complete usury letters, and prepare materials for mailing and shipment through FedEx. Disseminates agency wide communications to office staff regarding Capitol Campus updates, security notices, and other necessary and informative information. Oversee OST lobby security systems, coordinate with DES for all needed security system repairs; duress notification system; manual door locking system; interior panel system. Oversee the purchasing and maintenance of office supplies for both OST locations (Legislative Building and Helen Sommers Building). Vault management, open/close vault as needed by division staff, support division staff with records storage, manage vault contents to facilitate efficient access. Provides Administrative Support to OST Operational Units when requested. Serve as a coordinator for OST committees, supporting the AOM. Committees include: CFD, CTR, Safety Committee, Wellness Committee, and the Productivity Board. Coordinate and manage special projects/assignments as assigned. Special projects are typically of a high-profile and/or confidential in nature and may include collaborating with a diverse array of staff of various efforts at a division level. Projects may include researching and analyzing information to present in a variety of formats. Progressively responsible experience providing professional reception, clerical, or administrative support in an office environment. Direct experience providing customer service to the public in person and over the phone. Demonstrated ability to communicate clearly and professionally, both orally and in writing, with individuals at all levels of the organization and with members of the public. Demonstrated ability to manage multiple priorities; organize and complete work accurately; exercise sound judgment; and work independently. Proficiency using Microsoft Office applications and Adobe Acrobat. Experience coordinating meetings, including scheduling participants, reserving meeting space or virtual meeting platforms, preparing materials, and communicating logistical information. Demonstrated ability to maintain confidentiality and appropriately handle sensitive information, records, and communications. Demonstrated ability to establish and maintain productive working relationships through a collaborative, respectful, and service-oriented approach. Desirable Qualifications: Please note these are not required to qualify for this role, however if you have any experience in these areas please be sure to highlight them for consideration. Knowledge of records-management practices, including the ability to create and maintain records inventories and support implementation of records-retention schedules in a state government environment. Experience supporting committees, workgroups, meetings, special projects, or organization-wide communications. Basic proficiency using Microsoft Bookings, Visio, and InDesign. Experience researching information, compiling data, and preparing correspondence, reports, presentations, or other materials for a range of audiences. A background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the candidates' suitability and competence to perform in the position. Benefits: Washington State offers a competitive benefits package. Beyond the traditional benefits such as health insurance, life insurance and retirement benefits, we offer flex spending accounts, dependent care assistance, deferred compensation, 12 paid holidays, paid vacation, and sick leave. Click on the "Benefits" tab near the top of the page to learn more. Location: This position is based in Olympia, Washington, in the Legislative Building on the Capitol Campus. In-Office Expectations: Employees are required to work onsite full-time, Monday - Friday, 8:00am to 5:00pm. Flexible scheduling and limited remote work options may be available when consistent with agency's business needs. Equal Employment Opportunity (EEOC): OST is an equal opportunity employer committed to providing a workplace free from discrimination and harassment. OST provides equal access and opportunity to anyone who qualifies regardless of immigration status, race, color, religion, national origin, sex (including pregnancy and related conditions, sexual orientation, or gender identity), age (40 and older), disability, genetic information (including employer requests for, or purchase, use, or disclosure of genetic tests, genetic services, or family medical history) retaliation for filing a charge, reasonably opposing discrimination, or participating in a discrimination lawsuit, investigation, or proceeding. #J-18808-Ljbffr State-of-Washington-Office-of-the-State-Treasurer