What are the responsibilities and job description for the HR Administrative Assistant position at State of Washington Office of the Secretary of...?
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 Operations Division is the heart of the Office of Secretary of State, supporting the Executive Office and every division through the internal functions of Public Records, Financial Services, Budget, Facilities, and Human Resources. This division serves as a trusted and knowledgeable resource to both its internal and external customers. Its success depends on the expertise of employees who ensure public access to information, protect financial resources, and help develop our most valuable asset: people.
HR Administrative Assistant 3
Full-time, Permanent
This administrative assistant position supports the HR office by serving as a central point for customers to schedule appointments with HR staff. This position also conducts multiple administrative functions for the HR office so that the HR managers and consultants can better serve customers.
Duties
Provides support to HR Manager and HR Operations Manager
Tasks include:
- Answers phone and screens visitors; triages requests to the HR office
- Schedules meetings for HR Manager and HR Operations Manager
- Tracks items that need follow-up and action
- Coordinates documentation for public records requests, complaint responses, and correspondence with legal staff
- Creates agendas and takes minutes at meetings
- Schedules interviews for HR positions
- Coordinates data requests for required reports to external agencies
- Conducts research as needed
- Prepares travel approvals, completes required memos, and creates travel vouchers for reimbursement
- Serves as the credit card custodian for HR and reconciles monthly charges with approvals
- Work with HR Operations Manager to complete annual OSHA300 report
- Maintains a high degree of confidentiality on all matters of a sensitive nature
Tasks include:
- Coordinates with HR consultants and customers to schedule meetings as requested
- Runs standard monthly and quarterly reports out of payroll system
- Tracks and sends reminders to supervisors on evaluations due as well as annual reporting
- Sends FMLA packets out to employees
- Supports recruitment by creating and drafting job postings, redacting application materials, conducting background checks, scheduling personnel file reviews, and closing out recruitments
- Schedules meetings and provides support to the Leadership Academy
- Provides support for trainings including locating and reserving space, scheduling, registering participants, collating materials, providing refreshments if applicable, disseminating and collecting information
Tasks include:
- Order office supplies for HR office, tracks delivery, and inventory; purchases refreshments for events as needed including obtaining all necessary approvals in advance
- Creates files, and files HR documents in personnel files, medical files, recruitment files, and other files as necessary
- Provides administrative support on special projects such as electronic file conversion
- Makes copies of documents and files as requested and larger scale projects such as collating binders and training materials
- Coordinates with public records to create content lists and box up, archive, and if necessary destroy records according to the general records retention schedule; this includes physical files as well as electronic files, including emails
Tasks include:
- Other duties as assigned
- Manages travel for the division including educating division travelers about policy & procedure, preparing travel vouchers, and making travel arrangements
- Manages Operations purchase card; prepares credit card reconciliation for division and director’s credit card purchases; submits to Financial Services
- Serves as division Ergonomic Specialist; conducts assessments
Qualifications
Required Qualifications:
- Three years of administrative support experience of any combination of the following: drafting correspondence; coordinating office operations; managing travel arrangements and payments; managing multiple calendars and projects; record keeping, bookkeeping, budget monitoring, arranging payments for office expenses; planning and coordinating office and public events
- Demonstrated experience maintaining confidentiality with respect to sensitive personnel issues and records.
- Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position
- Ability to read and write English
- Experience working in a human resource office
- Demonstrated experience working with a team environment
PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.
At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.
Supplemental Information
Working Conditions
In this position, the incumbent works primarily in an office setting which may require sitting and/or standing for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM. Some local travel may be required to local offices for meetings and or training. The incumbent must be able to communicate effectively and positively with peers and management using language that is appropriate to both the complexity of the topic and the knowledge level of the recipient, and occasionally communicate orally one-on-one or in small groups.
How to Apply
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Required: 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
- Provide 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.
- 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.
