Administrative Assistant

Administrative Assistant (Administrative Assistant 5)

Monday - Friday | 8AM - 5PM | HYBRID

Note: The Hiring Manager may make a hiring decision at any time. This recruitment may be used to fill multiple positions.

Who We Are:

The Department of Enterprise Services (DES) provides centralized business services to state government agencies; to other public entities such as cities, counties and tribes; and to Washington residents. DES' mission is to strengthen the business of government for a sustainable and just future. We do this by creating overall operating efficiencies so our state's government entities can focus on their core missions. Our buying power, economies of scale and years of experience help government get the best value for the products and services they need to support their missions.  We value Respect, Integrity, Excellence, Diversity, Equity and Inclusion. We seek new team members who share our commitment to be an equity-driven and antiracist organization. We listen to customers and team members to understand what they need and expect. We promote creativity, learning and improvement to meet those needs and adapt to the ever-changing business environment. We measure our results and seek feedback to improve our performance.

Who You Are:

As an Administrative Assistant, you will provide high-level administrative support to the Director's Office. You will serve as the primary administrative assistant to the two (2) Special Assistants to the Directors, while also offering backup support to the Executive Assistant to the Director and the Executive Assistant to the two Deputy Directors. You will act as a liaison between the Director's Office and various internal and external entities, including other divisions, Assistant Directors, Deputy Assistant Directors, the Governor's Office, legislators, other agencies, clients, and stakeholders. Additionally, you will handle special projects as assigned, ensuring the efficient operation of the Director's Office.

Why You Should Join Us: 

The Department of Enterprise Services offers:  

• A great total compensation and benefits package; 
• Paid Vacation, Leave, and Holidays; 
• A healthy work/life balance, which may include flexible work schedules, teleworking, and an Infants in the Workplace Program; 
• An agency-wide commitment to diversity, equity, inclusion and respect, and leaders who encourage all employees to bring their authentic selves to work; 
• Access to several state business resource groups including the Rainbow Alliance and Inclusion Network (RAIN); Veteran Employee Resource Group (VERG); Latino Leadership Network (LLN); Blacks United in Leadership and Diversity (BUILD); Disability Inclusion Network (DIN); Washington Immigrant Network (WIN); and Hawaiians, Asians, and Pacific Islanders Promoting an Empowerment Network (HAPPEN); 
• Supported growth and development opportunities; and opportunities to serve your community through meaningful work.

Some of What You Will Enjoy Doing:

• Serves as primary support to the Executive Assistant to the Director and the Executive Assistant to the two Deputy Directors.

• Serves as Travel Coordinator for the Director's Office, handling travel arrangements in compliance with DES travel policies.

• Manages purchasing for the Director's Office, researching vendors, evaluating costs, developing cost estimates, and reconciling monthly statements with appropriate accounting codes.

• Acts as the Director's Office designee on the Employee Engagement Committee and coordinates office events and meetings, including securing locations, supplies, and documenting action items.

• Creates and distributes monthly time-in-service certificates for employee recognition, ensuring accuracy and proper distribution.

• Coordinates personnel matters such as recruitment, selection, on-boarding, and tracking personnel activities, including scheduling interviews and creating Personnel Action Requests.

• Prepares and proofreads high-level documents and correspondence, ensuring compliance with the Governor's Executive Correspondence guidelines and agency policies.

• Assist with tracking and completing high-level tasks, projects, and assignments.

• Evaluate costs, approve purchases, and develop cost estimates for equipment, supplies, and projects.

• Transcribe meeting notes and post them to Teams or SharePoint.

• Prepare complex and routine correspondence for signature.

• Assist with planning and executing various events and initiatives, including Public Service Recognition Week, the annual Combined Fund Drive, the Agency Recognition Program, and the Agency Annual Event/Picnic, while also working on teams and committees to improve processes and efficiencies.

Required Qualifications:

To qualify for this position, a candidate must possess one (1) of the following education and/or experience options.

[OPTION 1]

• One (1) year of experience as an Administrative Assistant 4.

[OPTION 2]

• Two (2) years of experience as an Administrative Assistant 3.

[OPTION 3]

• Bachelor's degree in business administration, public administration, or closely allied field; AND

• Three (3) years of administrative or supervisory experience.

• Note: Additional qualifying experience may substitute for education on a year-for-year basis. Graduate study may substitute two (2) years of experience on a year-for-year basis.

Preferred Qualifications:

• Proficient in Microsoft Office products specifically: Outlook, Word, Excel, and PowerPoint.

• Knowledge of government organization and administrative procedures, government functions, office methods and procedures, research and data collection and departmental policies.

• Ability to communicate effectively, both in writing and in speech, and work effectively with others at all levels. Excellent grammar and proofreading skills.

• Ability to be flexible and solve problems creatively with staff and coworkers. Demonstrated success in organizational skills in managing multiple projects.

• Experience interpreting WACs, RCWs, policies, and procedures. Working knowledge and experience with the Legislative process and session including the Bill Analysis Tracking System (BATS).

Please provide the following documents to be considered. Please note that failure to do so may result in your application not being considered for the position: 

• A letter of interest describing how you meet the qualifications for this position as outlined in the job posting
• A current resume detailing experience and education
• A current list of at least three (3) professional references with current contact information

Conditions of Employment:

• Background Check Notice:  Prior to any new appointment into the Department of Enterprise Services, 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.

Opportunity for All: 

The Department of Enterprise Services celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

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 organization.

Contact Information:

For questions about this recruitment or to request a reasonable accommodation in the application process, contact George Deguzman at jobs@des.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.

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