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Administrative Assistant 4 [08863]

Company State of Washington
Location Olympia, WA
Update 8 Day ago
300
We are looking for a dynamo to be the Energy Division's senior-level Administrative Assistant, providing high-level support to the Division's Assistant Director and leadership team. The perfect candidate will build relationships, collaborate within the Division and across the agency and bring a dash of creativity to our work. A balanced combination of administrative effectiveness and curiosity for what we do here doesn't hurt.

What does the Energy Division do? We strengthen communities by working to reduce our state's carbon footprint and encourage cleaner, more efficient energy systems. Our work covers a broad the energy landscape, shaping policy to help guide our state to be a leader in energy innovation, supporting next generation clean technology and funding local agencies that keep people warm, lower their energy bills and improve the health of the home. This position reports directly to the Assistant Director (AD) of the Energy Division, a group of 29 employees within the Department of Commerce. The successful applicant will provides high-level, complex administrative support to the AD and makes decisions and acts for the AD in administrative matters, addresses public groups on department functions and policies, and answers questions regarding the operation of the department.

Does this sound like you? If so, we invite you to apply today!

**This recruitment may be used to establish a qualified pool of candidates for agency-wide vacancies in the next six months.

DUTIES:
  • Provides high-level, complex support to the AD including gatekeeping, reviewing, and approving all documents and HR material for signature, managing the AD's schedule, coordinating meetings and events, travel arrangements/reimbursements, and meeting preparation.
  • Makes decisions and acts on behalf of AD in administrative matters. Uses independent judgment and maintains a high level of confidentiality.
  • Tracks, prioritizes, and coordinates cross-division responses and tasks assigned by the Director's Office, Governor's Office, the Office of Financial Management, Commerce Executive Leadership Team and other internal or external and executive staff.
  • Manages and coordinates work flows and ensures completion of multiple, simultaneous activities, including policy efforts, energy programs, HR actions, major projects/studies, agency assignments, etc.
  • Screens, sorts, and annotates AD's incoming phone calls, mail, and email. Responds to inquiries regarding the operation of the department and division. Serves as the liaison officer with the Governor's Office concerning public complaints or problems. Develops written and oral responses and highlights particular items for AD or Energy Management Team's attention and maintains follow-up.
  • Ensures AD is aware of internal and external deadlines and assists in prioritization of work activities. Serves as liaison between AD and Energy Management Team and other agency staff, transmitting assignments, reviewing for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.
  • Reviews, corrects, tracks, and approves all materials for AD signature including contracts, personnel documents, correspondence, travel requests, and purchase requests for 30ish staff members.
  • Develops and maintains division standards and procedures to ensure adherence to agency policies and division guidelines regarding budgeting, personnel actions, and contract administration.
  • Investigates operating methods and procedures in various agency and division functional areas and develops and offers improved methods. Drive continuous improvement for processes and for the AD.
  • .
  • Tracks and coordinates for division all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the Management Team when responding to agency assignments.
  • Track and oversee division response to all deadlines, including Success Factors, mandatory trainings, etc.
  • Serves on the agency Policy Committee and serves as division expert on agency policies, procedures, and practices. Division contact for questions, clarification, and for guidance on preparing quality work that follows agency policy.
  • Leads and facilitates meetings with the Division's Lead Support personnel.
  • Leads the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness that meet the needs of Energy's internal and external customers. This includes working with Lead Support and Management Team to create procedures on travel, purchasing, contracts standards, delegated signature authority, correspondence, time accounting, and other operational guidelines.

QUALIFICATIONS:

Required Qualifications:
  • High school graduation or GED.
  • Three years of recent progressively responsible office/clerical or general administrative work.
  • Experience taking meeting minutes/notes.
  • Experience proofreading and finalizing documents, including editing for clarity and content, and identifying and correcting errors in grammar.
  • Experience managing multiple and competing priorities.
  • Experience using the following computer software programs (or equivalent):
    • MS Word – to create, format, edit, print, and save documents.
    • MS Excel – to create and manipulate spreadsheets, tables, and reports.
    • Outlook to compose, send/respond to email, organize email into folders, use the calendar feature to manage calendars, schedule meetings, and set appointments.
Required Competencies:
Self-management
  • Exhibits integrity, honesty and efficient and effective use of work time and resources.
  • Follows-through on assignments and projects.
  • Accepts personal responsibility for the quality and timeliness of his/her work.
  • Keeps commitments made and initiates adjustments when they cannot be kept.
  • Participates in opportunities to enhance knowledge and skills that relate to job assignments or responsibilities.
Communication
  • Provides timely responses to emails, phone messages and mail.
  • Participates in unit and division meetings in an active and constructive manner with open communication.
  • Asks for assistance when needed.
  • Possesses excellent written communication skills with experience writing executive letters and professional correspondence for public dissemination.
Work Processes and Results
  • Understands the relationship of their position to the organizational mission.
  • Is familiar with the program budget as it relates to their responsibilities.
  • Informs supervisor of appropriate issues and identifies alternative solutions

SUPPLEMENTAL INFORMATION:

I want to work for Commerce! How do I apply?

In addition to completing the online application, applicants must attach the following documents to their profile in order to be considered for this position:
  • A letter of interest describing how you meet the specific qualifications for this position; A current resume detailing experience and education; and A list of at least three professional references .

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified and documentation may be required.

For questions about this recruitment, please contact Lindsey Henderson at 360-725-2650 or Lindsey.Henderson@commerce.wa.gov.

Who we are:

At Commerce , we're a little different. Our Olympia offices are open Monday through Friday (flexible schedules are available). Many of our employees bike year round. We also have an active bicycle loaner program.

Washington State offers commuting programs , including free, subsidized and reduced public transportation incentives. There are approximately 300 employees in our agency. We are committed to our work and value balance in our personal lives. We hire people for a position and encourage them to train for growth opportunities.

What we do:

We are the lead state agency charged with enhancing and promoting sustainable community and economic vitality in Washington. We administer a diverse portfolio of more than 100 programs and several state boards and commissions , all focused on achieving one clear and simple mission: to grow and improve jobs in Washington.

Our key customers include businesses, local governments and community-based organizations. We also play the crucial role of convening numerous local, state, regional and federal partners and stakeholders, public and private. Together we work to support the Governor's priorities and achieve shared goals and objectives for the citizens of Washington.

Not from Olympia?

As the state's capitol, Olympia is located off Interstate 5 at the south end of the Puget Sound roughly half-way between Seattle and Portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlands. With year-round art festivals, parades, theater shows, concerts, and community events, Olympia and its surrounding cities have something for everyone. For parents, it boasts some of the best schools in the nation and the renowned HandsOn Children's Museum. Home to two universities (The Evergreen State College and Saint Martin's University), Olympia residents also have the opportunity to pursue a degree while working!

Special Notes:

This position is covered by a union security provision. Therefore, as a condition of employment, candidates who are appointed are required to become members of the Washington Federation of State Employees, or pay other representational fees within the first 30 days of employment.

Additional Information:

The Washington State Department of Commerce complies with the employment eligibility verification requirements of the federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

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 call Human Resources at (360) 725-2650. 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.

Administrative Assistant 4 [08863] Supplemental Questionnaire

*
1.
Please select the highest level of education that you have completed:

High School Graduation or equivalent
Some college
Associate's Degree
Bachelor Degree
Master Degree or higher
None of the Above

*
2.
Which of the following best describes your office, clerical or general administrative experience:

I do not have this experience
Fewer than 3 years
3 years
4 years
5 or more years

*
3.
If you indicated you have the experience noted in the above question, please explain how, where and when you gained this knowledge and experience (must be reflected in the work experience of your application). Do not state "see resume". If you answered no, please type N/A in the text box below.]

*
4.
Which of the following best describes your experience taking meeting minutes and notes:

I do not have this experience.
1 year
2 years
3 years
4 or more years

*
5.
Which of the following best describes your professional experience proofreading and finalizing documents, including editing for clarity and content, and identifying and correcting errors in grammar:

I do not have this experience
Fewer than 1 year
1-2 years
3-4 years
5 or more years

*
6.
If you indicated you have the experience noted in the above question, please explain how, where and when you gained this knowledge and experience (must be reflected in the work experience of your application). Do not state "see resume". If you answered no, please type N/A in the text box below.]

*
7.
Which one of the following best describes your highest level of Microsoft Excel skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

I do not have enough skills to meet the definition of the Basic level below
BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks
INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet
ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios
EXPERT: Able to use and train others in all Excel functions listed above and uses advanced formulas, functions and arrays; uses information, date and time functions; uses advanced editing and formatting; advanced chart formatting; runs solver models and reports; embed and link information; set up customization including automation

*
8.
Which one of the following best describes your highest level of Microsoft Outlook skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

I do not have enough skills to meet the definition of the Basic level below
BASIC: Compose email messages; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings, manage tasks and notes
INTERMEDIATE: Set calendar options; sort, find and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-DO bar; customize message options; use the journal entry to track and record; assign, reply and track tasks; create public folders and send and post information
ADVANCED: Personalize with stationary and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages
EXPERT: Able to use and train others in all Outlook functions listed above

*
9.
Which one of the following best describes your highest level of Microsoft Word skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

I do not have enough skills to meet the definition of the Basic level below
BASIC: Create, save, preview and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct
INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; use the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in document; create customized graphic elements; use templates
ADVANCED: Insert content using quick parts; control text flow; perform mail merge function; uses macros for tasks; insert cover pages and table of contents; track changes and comments; insert bookmarks, footnotes and endnotes; add hyperlinks; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict access and use passwords; create, protect and automate forms
EXPERT: Able to use and train others in all Word functions listed above

*
10.
Please select the option below that best indicates where you heard about this job opportunity.

www.careers.wa.gov
Aggregate job search website (Indeed.com, Simplyhired.com)
Department of Commerce website
Department of Commerce employee
Social Media (LinkedIn, Facebook, Twitter)

* Required Question