Job Description

Description

Our purpose: \xe2\x80\x9cHelping every Washington resident live, work, drive, and thrive.\xe2\x80\x9d

We are dedicated to growing a culture of belonging through our values:

Respect | Trust | Diversity | Inclusion | Equity

At we work hard to create a culture where employees feel valued and respected. Employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers and help build trust in our government.

We are currently recruiting for an experienced Administrative Assistant (AA5) with experience in executive assistance to support the Chief Financial Officer (CFO) within DOL\'s Financial Office.

Our Administrative Assistants are an integral part of our team and centered around action oriented and often changing goals and teams. We are one of the most public facing state agencies and the second largest revenue generating agency in Washington State. We regularly interact with over 6 million Washington residents and collect more than $3.4 billion in taxes and fees annually. We know our services are essential to our customers\' ability to live, work, drive, and thrive. We take this responsibility seriously and are committed to ensuring every resident has equitable and meaningful access to our services.

If have excellent interpersonal communication skills, are exceptionally organized, and excel under tight deadlines with flexibility and agility, we invite you to apply!

Duties

As an Administrative Assistant, you fill a priceless position that keeps teams running smoothly. From handling repetitive financial administrative work to managing executive schedules, coordinating events and meetings, planning, troubleshooting, relationship/team building, and looking for ways to streamline efficiencies. You will perform administrative support duties and provide confidential administrative support directly and/or indirectly to the CFO, the Financial Office team and other agency leaders within the division while being a leader among the Administrative Assistant team.

It is vital to assist in the creation of an inclusive environment where all people feel respected and appreciated. To achieve this, you will help craft executive level correspondence, make recommendations for actions inspired by the agency\'s purpose and values statements, assist in addressing and solving complex and/or sensitive matters, and perform project work assignments while being an inviting and understanding teammate. Your executive and operational support is essential to the Financial Office\'s success and contributes to meeting our agency\'s financial goals. Your attention to detail and ability to pivot based on changing priorities will be key to your success.

Some of what you will do:

• Provide confidential administrative support to the Chief Financial Officer (CFO), including support of the Budget Operations Administrator and Accounting Comptroller.
• Maintain the CFO\'s business calendar, schedule meetings, coordinate all required documentation and preparation, and send confirmations and follow up materials to participants.
• Coordinate and manage time-sensitive special projects/assignments on behalf of the CFO, including high profile projects of a confidential nature, as well as a need to assign, collect/compile, research, analyze information to present results.
• Manage Outlook inboxes while promptly and accurately responding to inquiries.
• Act as Fiscal Note (FN) Coordinator for the Budget Office by assigning FNs to staff, tracking progress, identifying issues, and proof-reading FNs prior to final CFO review and approval. This serves the larger goal of coordinating the Decision Package development process.
• Serve as Subject Matter Expert (SME) on the development and maintenance of DOL\'s budget and legislative SharePoint sites (Decision Package Document Repository and Bill Express).
• Act as an HR Liaison within the division to assist with facilitating recruitments, documenting corrective actions, investigations, hiring, onboarding, and offboarding.

Qualifications

What you will bring to the role:

• Five (5) years of progressive experience in office/clerical or general administrative work experience.
• Experience must include:

• Three (3) years providing administrative support to a supervisor, work unit, or high-level manager which would include scheduling, managing a calendar, managing assignments, acting as a delegated authority, working independently, proactively preparing for work assignments, etc.
• Three (3) years using Microsoft Suite office products to include M365, Outlook, Excel, Word, Power Point, and OneNote.
• Two (2) years composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, and documents, applying \xe2\x80\x9cplain talk\xe2\x80\x9d principles and clear communication guidelines. Able to edit others\' writing for continuity, grammar, and punctuation.
• Two (2) years working effectively with others using listening skills and clear written and oral communication techniques to convey timely, persuasive messages that obtain the cooperation of other departments or other government agencies.

What may help set you apart:

• Experience using SharePoint to track work assignments, create pages, and maintain sites and site permissions.
• Experience applying project management principles to projects and in work environment.
• Experience assisting with managing a budget.
• Experience using software such as WordPress to create and update pages/content for publishing web pages.
• Knowledge of state, federal and local government organization/ functions, and Washington State legislative, policy, and budget procedures and documents.

Additional Conditions of employment:

• Prior to a new hire, 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 applicant\'s suitability and competence to perform in the position.

Supplemental Information

Make a difference. Join our team! Select the Apply button at the top of this job announcement. Please include three (3) professional references. Using the "add attachments\' option please attach your cover letter and resume. Applications with blank fields, or supplemental question responses with comments such as "see attachments" will be considered incomplete and may make you ineligible.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.

A paycheck is just part of a total compensation package. We offer some of the nation\'s best , which include:

We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.

Come join us in changing the way government delivers services and help build a legacy of commitment to and excellence in diversity, equity, and inclusion!

Veteran/Military Spouse Preference Notice

To take advantage of veteran/military spouse preference, please notify . Please include the title of this position in the subject line.
For inquiries about this position, contact .

The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability. Persons requiring accommodation in the application process, during the recruitment process, or who need this job announcement in an alternative format, may contact the Human Resources Office at 360-902-4000 or may email HRRecruit@dol.wa.gov. Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at 360.339.7344.

The candidate pool certified from this recruitment may be used to fill future similar vacancies for up to sixty days.

Washington State