Administrative Assistant 4

Description

The Office of the Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Corporations and Charities Division is instrumental in Washington's business and nonprofit community. This division registers all corporations, charities, and nonprofits in Washington State, and it provides essential information about businesses and charities to promote public trust and confidence. Information available in public records about registered corporations and charities can now be searched online.

Additionally, the Corporations and Charities Division registers trademarks for use in Washington, administers the Apostilles Program to authenticate certified and notarized documents for international use, and administers the Domestic Partnership Program.

This position serves as the principal assistant on administrative matters to the Corporations and Charities Division Director, a division of the Office of the Secretary of State (OSOS). The Administrative Assistant helps the Director and Division management fulfill their responsibilities to the Division and office by providing outstanding administrative support. The Assistant is a member of the Division management team and helps facilitate smooth, efficient functioning of the Division.

Duties

Provides administrative support to the Corporations and Charities Division management team
Tasks include:

• Makes necessary travel arrangements for the Division management team and Division staff, and completes travel vouchers.
• Answers incoming telephone calls and responds to requests or relays messages to the appropriate staff member or department.
• Reviews, screens, prioritizes, and distributes Director's and Deputy’s incoming mail.
• Reviews and identifies critical correspondence for action, approval, and signature. When needed, reminds the Director and others to respond. Responds to inmate mail and other requests for information on the Director’s behalf.
• Tracks and follows up on special projects as assigned.
• Keeps the Director and Deputyinformed of significant and important items requiring review or action.
• Responsible for drafting, editing, formatting and proofreading correspondence, documents, agendas, and reports.
• Coordinates, schedules, and oversees arrangements for the Director's and Deputy’s meetings. These include Division All-Staff, one-on-one,task force, and office-wide director/management meetings.
• Assembles information packets, preparing agendas, recording, transcribing, and distributing meeting notes & minutes.
• Arranges meeting space, equipment and any catering needs as required.
• Arranges and confirm meetings, retreats, speaking engagements, and accommodations.
• , Represents, when needed, the Director at intra- and inter-agency meetings.
• Exercises decision-making authority and uses good judgment in handling matters for the Director and Deputy.
• Exercises discretion and confidentiality in all matters including personnel and other complex, confidential, and sensitive issues.
• Uses delegated authority to approve purchases and otherwise solve administrative problems.
• Member of the division's management team.

• Assists the overall office, other division managers, supervisors, and staff members with administrative support, scheduling meetings, arranging travel, and providing clerical support.
• Member of the agency's Administrative Assistants Group.
• Maintains office paper and electronic records; works with Division managers to ensure electronic and paper records and shared drives are updated, organized, and cleaned out periodically.
• Works closely with the Records Office for archival and destruction schedules (primarily for the division).
• Monitors Division attendance line daily.
• Compiles daily statistics for filing and phone queues and reports to Division management team daily.
• Chairs Division safety committee and serves on office safety committee; ensures safety equipment and signage is up to date and complete.
• Coordinates preparation and submission of HR forms for recruitments, promotions, lateral transfers, and position changes.
• Maintains and updates the Division organizational chart.
• Coordinates with division managers to create and maintain updated policy and procedure manuals and instructions for programs division-wide.
• Coordinates with Division managers and the office Communications Team to update and format customer filing forms, ensuring standardized formatting and language.

• Monitors Division metrics and qualitative measures, and reports to the Budget Team, Director and Deputy quarterly.
• Reviews Division office expense, reconciles the Division credit card statement, prepares and reviews Division invoices and requests for payment; works with office Fiscal Team to ensure timely payment of invoices and accounts due.

• Maintains Division inventory of office supplies and coordinates with office Facilities Team for inventory of custodial and building supplies; prepares orders for supplies for review and approval by the Director or Deputy; places supply orders and makes direct purchases as needed.
• Ensures appropriate disposal or surplus of obsolete or broken office items.
• Coordinates assessment of workstation needs with staff, including IT hardware, furniture, and other work station needs; works with Purchasing and IT as needed to coordinate orders, delivery, and installation.
• Coordinates staff moves, including furniture and equipment changes, alterations, or replacement.

• Tracks the provision of mobile work devices to Division staff, including assignment of laptops, VPNs, and accessory equipment.
• Tracks division mobile work schedules and shared equipment arrangements to ensure timely hand-off of equipment; provides back-up equipment when needed.
• Serves as central point of contact between Division staff and IT Service Desk for submitting and tracking IT service tickets to reduce duplicate submissions and to coordinate issue response.

• Other duties as assigned.

Qualifications

Required Qualifications:

• Four years of administrative experience including responsibilities such as composing business communications, coordinating office operations, establishing office procedures, making business travel arrangements, managing records, planning conferences and events, preparing reports, processing financial information, managing supervisors calendar/schedule or tracking legislation. One year of this experience must be in a government office environment.
• Ability to effectively use a personal computer and applicable software to successfully perform the essential functions of the position.

• Strong writing and speaking skills including demonstrated knowledge of proper English grammar, punctuation, correspondence, formatting and proofreading as directed.
• Ability to multi-task, prioritize work for self and others, handle short deadlines, and work independently in a complex and fast-paced environment.
• Attention to detail.
• Ability to work successfully with a wide variety of people in a team environment.
• Ability to effectively handle stressful situations.
• Self-directed, willing to take initiative, demonstrate good judgment.
• Maintain the highest standard of personal, professional, and ethical conduct; and support the state's goals for workforce diversity.
• Maintain discretion and respect for confidentiality.
• Outstanding customer-oriented interpersonal skills.
• Ability to represent the Office of the Secretary of State in a competent, confident, and professional manner including professional dress.
• Ability to summarize and analyze financial data.
• One year of experience processing state travel vouchers using OFM policies and regulations.
• One year of experience using graphic design software applications such as Adobe lnDesign and Distiller.
• One year of experience working with the Office of the Secretary of State with demonstrated knowledge of agency programs and staff.
• One year of experience working with state quality/performance programs.

Supplemental Information

Working Conditions:

• Standard office environment with sitting and using a computer, notebook or files.
• Standard core business hours of Monday - Friday, 8am - 5pm with the ability to work some evenings and weekends which are generally scheduled in advance.
• Travel to other agency facilities in the local area is required for meetings. Possible local travel for purchasing.
• Able to move and maneuver objects weighing approximately 20 pounds with or without reasonable accommodation.
• Willing to work with diverse groups and individuals with efficiency, compassion, and sensitivity

• To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.
  • Current Resume
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.