Administrative Assistant 3

Administrative Assistant 3

At the Department of Commerce we strive to be creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work. We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected. We cultivate an environment in which we continuously learn, and we own our work.

We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve. Together, we can build a brighter and more inclusive future.

The Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits, and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

The Data & Performance Unit (DPU) within the Housing Division (HD) is responsible for large scale system-wide initiatives related to homelessness and housing data systems, analysis, research, evaluation, and technical assistance.   DPU teams work to support communities by:

• Strengthening data collection methods

• Safeguarding the privacy and security of protected data

• Improving data quality and data literacy

• Producing actionable and accessible analysis

• Evaluating performance and disparities

• Providing technical assistance to strengthen responses to homelessness and housing crisis

The DPU Administrative Assistant provides administrative and program support across the unit. This position assists with the recommendation, development and maintenance of unit processes, policies and best practices to ensure quality, alignment, and an overall cohesiveness that meet the needs of internal and external stakeholders, and aligns our unit's agreements with the Housing Division's values. This position relies on knowledge of state government and administrative policies and procedures, office methods, research methods, and data collection to support day-to-day functions and the smooth operation of the Data and Performance Unit.

Duties may include:

• Assists with DPU's template and manuals library, documentation preparation, coordination, submission, and maintenance.

• Coordination and tracking of all personnel actions for the unit, including direct support with recruitment, onboarding and off boarding activities.

• Ensures templates, schedules, agreements, and evaluations are kept current and in accordance with division and agency processes and guidelines.

• Acts as the DPU direct liaison/coordinator with agency offices.

• Leads communication, development, maintenance, and implementation of administrative protocols and strategies.

• Works closely with DPU leaders and our HD administrative team to deepen their professional development, standards and sense of belonging.

• Manages unit issues related to facilities, space planning, technology, and personnel.

• Assists the unit in developing competitive application processes, contracts, guidelines, and manuals.

• Assists DPU management team with adherence and monitoring of long-term and short-term projects and goals.

• Learns, grows and nurtures relationships with colleagues by participating in unit leadership and staff spaces, including optional equity and belonging spaces within division, agency and statewide opportunities.

Required Qualifications:

• High school graduation or GED AND three years of professional experience in office/clerical, secretarial, or general administrative support, which includes the management or delivery of homeless housing assistance or related social services. Formal education will substitute year-for-year experience.

• Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system will substitute for one (1) year of formal education.

What is lived experience? Lived experiences is relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid experience, academic or a combination of experiences.  The above listed experience will demonstrate that a candidate possesses the necessary knowledge, skills, abilities, and competencies to successfully qualify for and perform the duties of the position.

• Demonstrated experience and commitment to maintaining confidentiality of information.

• Experience as a collaborative team member that values diversity and can work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds with an understanding of power, privilege and inequity.

Preferred/Desired Qualifications:

• Experience with Microsoft Office applications such as Excel, Word, PowerPoint, and Outlook at the intermediate level.

• Strong organizational and coordination skills.

• Previous experience working in a state agency.

• Strong interpersonal skills, ability to work with all levels of internal management and staff and maintain respectful demeanor in stressful and challenging situations.

• Strong ability to work under changing deadlines.

• Demonstrated high-level communication skills; two-way communication up or down the hierarchical structure, information sharing and gathering, ability to maintain confidentiality and sound judgement regarding confidentiality of specific communications, and utilizing customer/ employee/employer feedback.

• Understanding of, including commitment to, anti-racism, equity, diversity, and inclusion with the innate ability to apply an equity lens to evaluation and planning efforts.

• Demonstrated time management skills and strategic planner capabilities.

• Strong attention to detail and resourcefulness, which includes anticipating needs, understanding individual's and team's preference(s), emotional intelligence, quality assurance, flexibility, consistent follow up and follow through, and adaptability.

• Strong ability to recognize when to be creative and problem solve through critical thinking skills, including knowing when to ask for help.

• Strong ability to manage calendar(s) and critical, date-specific coordination and support.

• Advanced proficiency to learn and adapt with integrated apps and technology platforms within office and remote environments.

• Prior experience with project management tools, processes, goals, and milestones.

• Strong ability to oversee supply management, which includes inventory, procurement, operational logistics, marketing, and stakeholder delivery.

• Strong ability to support and lead with an inclusive, servant leadership style.

• Strong ability to see and connect to the "big picture" and provide valuable recommendations, insight, and proactive strategies.

To be considered for this position the following are needed:

• A complete and detailed online application, which includes a cover letter described below, AND three (3) or more professional references, including a current or previous supervisor.

• Within your cover letter, provide the following:

• address the letter to the DPU Hiring Manager and Review Team,

• express your interest in this specific administrative assistant role, and

• describe one (1) or more aspirations you are eager to strengthen within this field.

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov  - please reference the job number in your message

Work from Anywhere in Washington State

This position may be located anywhere within Washington State though occasional travel to a Commerce office building or in-state travel to attend events or meetings may be required. If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remote or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

This position is covered by a collective bargaining agreement.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.

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 status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov.  Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.