Founded in 1889, the State of Washington was the 42nd American territory to be admitted to the United States. Located in the Pacific Northwest, Washington is si
Administrative Assistant 4
Location
Washington
Posted
78 days ago
Salary
$54.5K - $73.3K / year
Seniority
Senior
No structured requirement data.
Job Description
Administrative Assistant 4
State of Washington
Administrative Assistant 4 Location: Olympia United States Salary $54,504.00 - $73,284.00 Annually Location Thurston County – Olympia, WA Job Type Full Time - Permanent Remote Employment Flexible/Hybrid Job Number 2026-02478 Job Description: Administrative Assistant 4 At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places. Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you. Let's build what's next, together. 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. This position reports directly to the Assistant Director (AD) of the HD division. This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, serve as project manager or project coordinator for special projects, and provides leadership and coaching to the HD Lead Support Team. The quality of performance of the incumbent in this position directly affects the AD's ability to manage and coordinate all division functions and implementation of agency mission and goals. This position also supervises lower-level administrative assistant staff and serves as the administrative lead for HD administrative staff. This position is based in Olympia with an in-office requirement.Provide high-level, complex administrative support to the AD and Deputy AD of HD. Tasks include: - Exercise signature authority on administrative matters. - Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality. - Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc. - Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD's or Deputy AD's signature. - Schedule management team and administrative unit team meetings, prepare agendas, and take and distribute meeting notes. - Coordinate, prepare and facilitate various division meetings and events. - Coordinates in state and out of state travel. Tasks include scheduling hotels, flights, itineraries, and reserving rental vehicles. Prepare and submit related travel reimbursements. - Manages incoming mail, emails, phone calls, and voice messages on behalf of the AD, acts independently on issues where authority is delegated. Responds to inquiries and directs correspondence to the appropriate contact. Highlights priorities and informs the AD and Deputy AD on these items. - Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director's Office, the Governor's Office, the Office of Financial Management, and other internal or external and executive staff. - Screen, sort, and prioritize appointments for AD or Deputy ensuring appointments are triaged accordingly. - Prioritize and complete various deadline driven projects as assigned. - Respond to general inquiries from stakeholders verbally and in writing regarding the division. - Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up. - Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities. - Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy. - Review, correct, track, and approve all materials for AD signature including contracts, personnel documents, correspondence, travel requests, purchase requests, STAR forms and Leave Requests, and other documents for approx. 200 staff members. - Address division and agency groups on efficiencies, department and division functions, and policies, and answer questions and provide guidance regarding agency and division operations. - Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents. - Coordinate with the division's Organizational Development and Communications Specialist, Policy Director, Managing Directors, and Program Managers to develop speaking engagement materials and other resources for conferences and meetings. - Serve as backup division records coordinator. Division process improvement and project management Tasks include: - Investigate operating methods and procedures in various agency and division functional areas and develop and offer improved methods. Drive continuous improvement for processes and for the AD and Deputy AD. - Manage and coordinate workflows and ensure completion of multiple, simultaneous HD HR actions, major projects/studies, agency assignments, etc. - Track and coordinate all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the HD Management Team when responding to agency assignments. - Manage and keep up to date division distribution lists (i.e., HD all staff, HD management team, HD deputies, HD Supervisors, HD contract managers) divisional tracking systems such as Freeze requests and out of state approvals. - Track and oversee divisional response to all deadlines, including annual performance development plans, mandatory trainings, etc. - Serve as project manager for division all staff meetings, leading a team of unit representatives to plan and execute two semi-annual all staff meetings. - Serve as project manager or project coordinator for special projects assigned by AD or Deputy AD. Supervise and coach administrative staff Tasks include: - Supervise professional staff. - Oversee the work performed by the staff. - Delegate workload responsibilities and assignments to staff. - Provide regular feedback, coaching, and guidance to staff. - Evaluate staff performance and address performance concerns as necessary. - Recommend corrective and/or disciplinary actions to the AD and Deputy AD. - Encourage and support staff professional development goals and opportunities. - Manage staff mandatory training requirements ensuring timely completion. - Perform all aspects of the hiring process, ensuring adherence to all agency hiring procedures and fulfillment of requirements in coordination with HR. - Monitor and ensure all mandatory and position specific trainings are completed prior to their respective due date. - Work with staff to identify additional training needs that support growth and development. Provide leadership and coaching to the HD Lead Support Team Tasks include: - Chair and facilitate regularly scheduled HD Lead Support Team meetings with the Lead Support team consisting of staff who provide administrative support throughout the division. - Lead the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness to meet the needs of internal and external customers. This includes working with Lead Support and the HD Management Team to update comprehensive procedures on personnel processes, travel, purchasing, contract standards, delegated signature authority, correspondence, time accounting, and other operational guidelines found within the division Procedure Manual and other areas. - Act as the liaison between HD Management Team and the Lead Support Team to create cohesiveness, collaboration, and clear communication between both teams. - Relay pertinent information and updates from the agency Executive Leadership Team and the HD Management Team to division staff ensuring clarity and awareness for division staff. - Provide guidance to all units' lead support staff on changes in administrative procedures, upcoming work assignments, and cross-coordination efforts between division programs. - Identify division best practices to ensure items from the units requiring the AD's or Deputy AD's approval meet requirements and are complete and accurate.Required Position Qualifications: Four (4) years of combined experience and/or education as described below: Experience must include the following areas: - Office/clerical, secretarial, bookkeeping, accounting, or general administrative work. - Coordinating schedules and supporting in-person and virtual meetings and events, preparing materials, and documenting outcomes to ensure productive collaboration and follow-up. - Drafting, editing, and formatting correspondence and reports. - Delivering responsive, respectful customer service and building effective working relationships with staff, partners, and the public. - Prioritizing and managing multiple assignments; exercising sound judgment and problem-solving skills; maintaining confidentiality, ethical conduct, and accountability for work quality and timeliness. - Ability to write and speak effectively, and coordinate and supervise the work of administrative support staff. - Intermediate skill in the use of all Microsoft Office software (Word, Excel, PowerPoint, and Outlook). OR One (1) year as an Administrative Assistant 3 or Two (2) years as an Administrative Assistant 2 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 may substitute for one year of professional experience. - 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. Education involves business administration, public relations, communications, or closely related field. Qualifying education post High School or equivalent may be substituted year for year for experience. Examples of how to qualify: - 4 years of experience - 3 years of experience and 1 year of education - 2 years of experience and 2 years of education - 1 year of experience and 3 years of education - 0 years of experience and 4 years of education Preferred/Desired Qualifications: - Experience working in state government providing administrative support. - Experience and/or training in change management, project management, or communications. - Experience using Microsoft Teams, SharePoint, and/or Monday.com. - Experience with records management and/or responding to public records requests. - Experience providing excellent customer service. - Demonstrated understanding of processes in working with media, elected officials, and executives of the Governor's Office. - Experience supervising one or more employees including hiring staff, training and development, assigning work, evaluating performance, and taking corrective action. - Strong interpersonal skills, ability to work with all levels of internal management and staff, as well as outside clients, partner groups, and customers. - Demonstrated ability to prioritize and manage multiple projects simultaneously, handle quick deadlines, and follow-through on issues in a timely manner. - Demonstrated experience in managing schedules, coordinating meetings, and making travel arrangements. - Experience in planning and coordination of team-based activities. - Experience in contracts, budget, and fiscal management. - Comfortable speaking before large groups. Required Position Competencies: - Teamwork--Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere. - Attention to detail - Produces high-quality, accurate, and complete work by carefully reviewing and understanding relevant information and processes. Corrects inconsistencies, mistakes, and errors when proofreading materials, and adds in any missing information before they impact people and results. Organizes information clearly, follows policies, processes, and guidelines. - Motivated self-starter with initiative to take independent action and own your work. - Creative and proactive problem solver; must possess the ability to make independent decisions and judgments about work priorities. - Well organized, flexible, proactive, resourceful, and efficient with strong attention to detail. - Ability to work with diverse groups and individuals to meet shared goals and outcomes. To be considered for this position the following are needed: - A complete and detailed online application. - A cover letter (enter online). - At least three professional references (enter online). Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits.
Related Guides
Related Categories
Related Job Pages
More Administrative Assistant Jobs
Development and Programming Assistant
University of Kansas (KU)University of Kansas, known as KU, is a leading public institution for research and education. The university serves nearly 29,000 students on five campuses in
Assists with local music programming and social media, helping to book on-air musical guests, plan live events, and create and post social media content related to programming.....
Office Assistant / Administrative Support
JYK Immobilien GmbHWir sind ein Bauträger aus Ibbenbüren und entwickeln Wohn- und Gewerbeimmobilien im Münsterland. Von der Grundstückssuche über die Planung bis zur Fertigstellung machen wir alles selbst. Außerdem vermieten und verwalten wir eigene Bestandsobjekte.
Role Description Wir bauen aktuell unser HomeOffice Team aus, daher suchen wir nun neue Mitarbeiter im Bereich Homeoffice. - Allgemeine Büroorganisation und Postbearbeitung - Terminkoordination und Korrespondenz per E-Mail - Pflege von Dokumenten, Ablage und Datenbankpflege - Unterstützung bei der Vorbereitung von Unterlagen für Behörden und Notare - Rechnungsprüfung und einfache buchhalterische Tätigkeiten Qualifications - Abgeschlossene kaufmännische Ausbildung oder vergleichbare Qualifikation - Sicherer Umgang mit MS Office (Word, Excel, Outlook) - Zuverlässige, selbstständige Arbeitsweise im Homeoffice - Gute Deutschkenntnisse in Wort und Schrift - Ruhige Arbeitsumgebung und stabile Internetverbindung Benefits - Vollständig im Homeoffice - Flexible Zeiteinteilung innerhalb der Kernzeiten - Unbefristetes Arbeitsverhältnis - Ausstattung nach Absprache Company Description Wir sind ein Bauträger aus Ibbenbüren und entwickeln Wohn- und Gewerbeimmobilien im Münsterland. Von der Grundstückssuche über die Planung bis zur Fertigstellung machen wir alles selbst. Außerdem vermieten und verwalten wir eigene Bestandsobjekte.
Assistant de vie aux familles en Alternance (H/F)
CFA ASCOR ESPACE CONCOURSLe CFA Espace Concours c'est aussi un leader incontesté de la formation à distance spécialisée en CAP et notamment en Petite Enfance. Vous bénéficierez d’un accompagnement et de face à face pédagogique unique grâce à notre formatrice expert qui saura vous accompagner tout au long de votre alternance. Le taux de réussite du CAP Petite Enfance (AEPE) sur la session 2025 a été de 95%.
- ATTENTION : Cette offre d’emploi est une offre en contrat en apprentissage. - IMPORTANT : Vous devez avoir entre 16 et 29 ans.*** Vous êtes une personne motivée, patiente et désireux de vous lancer dans un projet d’apprentissage dans l’aide à domicile ? Le CFA Ascor est une école, qui recherche plusieurs candidats en contrat d’apprentissage pour le compte d'une de ses entreprises partenaires spécialisées dans le secteur de l’aide à domicile. Fort de ses 15 années d'expérience dans la formation à distance, le CFA Ascor vous accompagne vers la réussite de votre diplôme. Vous aurez pour responsabilité les missions suivantes : - Assurer l’accompagnement et l’aide aux actes de la vie quotidienne (toilette, habillage, repas). - Participer à l’entretien du logement et du linge. - Accompagner les enfants dans les activités quotidiennes (école, jeux, devoirs). - Veiller au bien-être, à la sécurité et au confort des personnes aidées. - Maintenir le lien social et apporter un soutien moral au quotidien. Vous bénéficiez des avantages suivants : - un emploi vous permettant d'obtenir un diplôme reconnu par l'État : le titre professionnel Assistant de vie aux familles (ADVF) - une formation 100% prise en charge * - une formation rémunérée ** - Une formation se déroulant à distance mais avec un formateur référent en cours en direct Rappel : pour ce poste, vous devez être éligible à l'apprentissage et être autorisé à travailler en France Le CFA Ascor c'est aussi un leader incontesté de la formation à distance spécialisée en CAP et notamment en Petite Enfance. Vous bénéficierez d’un accompagnement et de face à face pédagogique unique grâce à notre formatrice expert qui saura vous accompagner tout au long de votre alternance. Type de contrat : Apprentissage *La formation est 100% prise en charge par les fonds publics d'apprentissage - OPCO - Aucun frais à la charge du candidat **Votre rémunération varie selon l'âge et vos diplômes. *** L’apprentissage est éligible au delà de cette tranche d’âge pour des personnes en situation de handicap.
Fiscal - Administrative Assistant
State of ConnecticutHeadquartered in the capital city of Hartford, the State of Connecticut is the southernmost state in New England with a coastline on Long Island Sound. Founded
Title: Fiscal - Administrative Assistant Location: Wethersfield United States Salary$65,979 - $83,953/year Job TypeOpen to Statewide Employees Job Description: Introduction Are you looking to grow your career within the State of Connecticut? If so, take a look at this great opportunity open to statewide employees below! The Department of Correction (DOC) is seeking two Fiscal/Administrative Assistants to work within the Fiscal Services Division of the Central Office, supporting the Asset Management and Central Services Units located in Wethersfield, Connecticut. POSITION HIGHLIGHTS</p> - These positions are full-time on first shift, 40 hours per week, Monday through Friday. - A hybrid (telework) schedule may be available after the completion of the working test period. - This recruitment will be used to create a larger pool of candidates for future positions as they become available in other Fiscal units within the department. - Please see EXAMPLES OF DUTIES below for more information. ABOUT US The Connecticut Department of Correction is a diverse agency with a wide variety of employees from Correction Officers, to Educators, to Managers and Skilled Professionals. We value differences that make us stronger as a team and support our mission statement. The Connecticut Department of Correction (DOC) is the agency responsible for corrections in the U.S. state of Connecticut. The agency operates 13 correctional facilities. It has its headquarters in Wethersfield. The DOC protects public safety by ensuring offenders serve their sentences of imprisonments in facilities that are safe, human, and provide re-entry programming. The State of Connecticut, Department of Correction is a unified system; all sentenced and un-sentenced offenders are supervised by the DOC. The Department also provides supervision for offenders on parole, community release, and other discretionary release programs. Selection Plan FOR ASSISTANCE IN APPLYING Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process. BEFORE YOU APPLY - Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. - Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below. - Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. - Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. - Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov. - Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other. - Note: The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting. AFTER YOU APPLY: - Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly. - For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information." - Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). - Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! - Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. - The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. - Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics. QUESTIONS? WE'RE HERE TO HELP Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Ben Beaudry at Benjamin.Beaudry@ct.gov. Join the State of Connecticut and take your next career step with confidence! PURPOSE OF JOB CLASS (NATURE OF WORK) In a state agency, facility or institution this class is accountable for performing a combination of basic paraprofessional work, and highly complex clerical work in fiscal and administrative functions. EXAMPLES OF DUTIES - Performs paraprofessional level work in fiscal and administrative activities; - Independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts; - Independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities; - Prepares simple financial statements and assists in preparation of complex financial statements; - Calculates rates involving complex arithmetical formulas; - Gathers and consolidates payroll and expenditure data for budget preparation; - Ensures that expenditures plus encumbrances are within appropriation limits; - Reviews routine expenditures for compliance with itemized budgets; - Utilizes EDP systems for financial records and reports; - Independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals; - Independently prepares renewal or new contracts based on awards; - Ensures that routine payments are in compliance with contract provisions; - Performs related duties as required. KNOWLEDGE, SKILL AND ABILITY - Knowledge of - bookkeeping, financial record keeping and basic governmental accounting principles and practices; - basic procedures of budget preparation and control; - payroll procedures, purchasing procedures and contract preparation; - Skills - interpersonal skills; - oral and written communication skills; - Considerable ability in arithmetic computations; - Ability to - audit financial documents; - understand and apply statutes and regulations; - utilize EDP systems for financial management. MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE Four (4) years of experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, payroll, or purchasing. NOTE: Complex clerical work is defined as generally routine fiscal/ administrative work, such as financial record keeping or examining, bookkeeping, requisitioning or payroll preparation at or above the level of Financial Clerk. Descriptions of these fiscal/administrative functions are attached MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED - College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years. - One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience. PREFERRED QUALIFICATIONS - Experience working in Asset Management and have experience with State requirements for annual inventories, surplus/disposal and related reporting; - Experience working in Support Services, including state related travel, reimbursements, motor pool and telecommunication services; - Experience with state vehicles and DAS Fleetwave; - Experience with Microsoft Excel, including the creation and maintenance of formulas, pivot tables, VLOOKUPs, and multi sheet workbooks, along with proficiency in Microsoft Word and Teams; - Experience with various CORE-CT financial modules, specifically Asset Management, eProcurement/Purchasing, Accounts Payable and EPM/Stars reporting; - Experience working independently and demonstrate good problem-solving skills and be able to adapt to changing work priorities and deadlines; - Experience providing guidance to staff on travel, reimbursements, or purchasing procedures and collaborating with internal and external stakeholders. SPECIAL REQUIREMENTS Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment. Conclusion AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities. ACKNOWLEDGEMENT As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.
