Administrative Assistant (AA4): Flexible/Telework

Administrative

Olympia, WA

June 5, 2023

Full Time

Job Description

Description

The ideal candidate will be capable of taking on a high-volume workload while being able to juggle a variety of work and priorities as needed. They will be flexible and able to complete all required tasks. Once they learn the role and its requirements, this individual should be able to stay a few steps ahead of the Strategic Operations Manager. They will be proactive, have future thinking abilities, know what is needed, and be able to prepare ahead for upcoming events or meetings. In addition, they will be accountable for their work and work well in a team environment.

As the Administrative Assistant 4 (AA4) you will provide administrative support to the Strategic Operations Manager of the UICS Division. You will oversee the daily operations of the office ensuring it is equipped with the operational resources needed to best serve our customers. Additionally, you will serve as primary contact for matters of facility planning, equipment, purchasing, inventory, human resources, and numerous agency policies and procedures. You will address and solve complex and/or sensitive matters, performing related work assignments, and making recommendations for actions inspired by the agency’s purpose and values statements. Your ability to problem solve and commitment to provide value-added services to our customers is invaluable to our team. This position is full-time/permanent, has some schedule flexibility and available to telework part-time and work part-time in the office located in Olympia.

Duties

In this role you will conduct administrative activities and communications, monitor information, requests, and internal assignments to ensure timely completion. Acting as liaison between HR and staff, provide information on payroll policies, regulations, processes, forms, timelines, corrective actions, and changes. You will participate in the creation of an inclusive environment where all people feel respected and appreciated.

On a Typical Day you would:

Crafting executive level correspondence,
Assisting in administrative projects and business process assignments.
Coordinating travel arrangements and maintain supporting documents.
Coordinating and maintain calendars and appointment schedules, set meeting arrangements; prepare agendas and handouts, document, provide, and maintain meeting minutes.
Preparing, processing, and tracking all personnel and position actions, complete all HR paperwork and coordinate timelines (i.e., recruitment, hiring, personnel actions, position descriptions, yearly evaluations, service awards, etc.).
Reviewing personnel requests for content and accuracy, request revisions as necessary.
Tracking and monitoring performance evaluation schedules.
Ensuring payroll processes are accurate and timely, support the use of the agency payroll system.

For a full description of duties – please click here to request from recruiter: PDF Request.

Qualifications

Required Qualifications:
A combination of education and/or relevant experience which includes: four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

AND High School Diploma or GED.

In addition to the qualifications above, the most successful candidate will also have demonstrated knowledge or abilities in the following key areas:

Ability to respect and maintain confidentiality.
Ability to solve problems, effectively communicate and maintain composure in adverse and highly emotional or stressful situations.
Ability to provide excellent and responsive customer service.

Additional Requirements of Employment:

Must be able to pass an Unemployment Insurance (UI) Claim & Benefit Information Review.

Please submit your resume and cover letter 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

Ouragency’s mission and valuesdrive 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 Jeanette Nelson or 564-200-2475 the Talent Acquisition Team,athrrecruiting@esd.wa.gov or Washington Relay Service 711. If you are having technical difficulties creating, accessing, or completing your application, please contact careershelp@des.wa.gov or (360) 664-1960 or toll free (877) 664-1960, Washington Relay 711.