JOB
Our ideal candidate is someone who is highly organized, can handle high-volume workloads, manages various priorities, and thrives in a team environment. In addition, their approach is kind, compassionate, and aligned with our Diversity, Equity, and Inclusion (DEI) values. They should be able to provide outstanding customer service and contribute to the process improvement efforts of their team and the agency. They understand the needs, objectives, and challenges of those they serve and hold themselves accountable for positive impact.We are seeking teammates who are passionate about people and have an innate talent for fostering an inclusive environment to partner with us in continuing the transformation of our agency culture, demonstrating the personal courage, perseverance, and humility to hold themselves accountable to living out our purpose and values of access, love, belonging, equity, and stewardship. We want to talk with individuals who have a deep appreciation for others. Both genuine and uplifting by nature, they appreciate an environment where everyone brings their whole selves to work – creating connections, removing obstacles, leveraging differences, and inspiring and elevating creative and innovative ideas and solutions. This is a full-time position that is primarily remote/telework but may require you to report to the office on occasions for special meetings and/or events. Final schedule will be determined by the supervisor.
EXAMPLE OF DUTIES
The Administrative Assistant 5 of the Administrative Services Division provides executive level administrative and management support to the Director of Administrative Services Division, a member of the agency’s Executive Leadership Team and all division program areas. The AA5 serves as the central office primary contact for matters of scheduling meetings and events, preparing documents and information for the Director and others, preparing all travel arrangements, human resources management, budget collaboration, recruitment preparation and execution, equipment inventories, and agency trainings. The person in this position must demonstrate the ability to communicate effectively in writing and orally to obtain cooperation of other staff to coordinate in activities such as shared divisional tasks, direct instructions from the Director to management, and coordination with outside stakeholders and the public.Some of your daily tasks include but not limited to: Plans, conducts, and leads financial, operational and/or administrative projects as assigned or directed.Prepare, review, and manage correspondence on behalf of the Division and Director. Represents supervisor at meetings, conferences, and conventions; speaks for them on agency matters; prioritizing and delegating assignments.Coordinate, plan, and facilitate large scale divisional meeting to include agenda creation and disbursement, creating presentations and visual aids, leading discussions, capturing employee feedback and comments, documenting follow up questions or action items and capturing meeting minutes.Oversee management of division's budget, including employee position utilization, contract approvals and renewals, training and travel requests and participation in annual budget building. Conducts analysis on current and past program expenditures/allotments and research on potential financial considerations to determine program’s fund balances are adequate if expenditures are in line with expectations.Manage equipment, inventory, and supply acquisition; authorize equipment repair; assist with telecommunications and system access security profile setup and maintain log.Lead and coordinate all steps of onboarding new employees and partners including system and building access, telework kit delivery/pickup, supply ordering, training coordination, identification verification, benefit and payroll forms and point of contact for all employee questions and support.Leads and supports recruitment efforts for divisional leaders and staff by handling administrative tasks, coordinating logistics, and ensuring timely execution of hiring processes in alignment with agency priorities.Performs all actions necessary to coordinate support for the Division’s personnel actions with HR. Prepares and submits actions through ESDocs.To request a full and detailed job description, please click here:
SUPPLEMENTAL INFORMATION
Our agency's mission and values drive 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. 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 the Talent Acquisition Team, 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. **This organization participates in E-Verify**
