Description

Special Notes: This position receives an additional 5% geographic assignment pay for being located within King County

The Office of 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 Washington State Library connects people to the power of libraries. As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days. Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.

The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming. Additionally, the Washington State Library provides services to state prison and state hospital libraries. OSOS also operates the Washington Talking Book & Braille Library (WTBBL) in Seattle, a library for people unable to read standard print.
The Washington Talking Book & Braille Library (WTBBL) is a program of the WSL that provides statewide library service to residents unable to read standard print. WTBBL offers books in audio and braille formats free by mail and by download. WTBBL builds community and provides equitable access to information and reading materials for Washington residents unable to read standard print.

The Administrative Assistant reports to the WTBBL director and supports all areas of WTBBL service, administrative, facilities, and fiscal support, and is integral to day to day operations and success of the organization. Oversees the reception and public areas and customer service.

Duties

Administrative support
Tasks include:

• Provides support to the director on a wide range of confidential and time sensitive issues
• Assists director in preparation of quarterly budget reports by reviewing allotment, expenditures, and projections
• Prepares meeting minutes, drafts correspondence; proofs documents and prepares reports
• Makes travel arrangements and prepares travel vouchers, including for the WTBBL Patron Advisory Council
• Manages scheduling and maintenance of conference rooms
• Manages multiple electronic calendars
• Coordinates meetings and staff events; assists with planning, set up, and at-event activities for WTBBL events
• Orders equipment/supplies and processes invoices
• Manages postal account and bulk mail accounts
• Maintains organizational documents, including emergency contact lists, in-house staff phone list, building maps, utility plans, architectural plans, and emergency procedures
• Assists the director with developing program policies and procedures, makes recommendations for changes
• Designated credit card holder, monitors, records purchases, reconciles charges with invoices and bills, and sends it to Fiscal for processing
• Participates in budget preparation; develops budget estimates; monitors budget status and expenditures
• Maintains petty cash funds
• Coordinates paperwork and setup of new employee workstation and access
• Coordinates with other departmental staff members on administrative practices and procedures
• Serves as a liaison between supervisor and other staff members, relaying assignments and requesting status information

Donation processing and fundraising support
Tasks include:

• Receives, processes, logs, and deposits all donations, and prepares acknowledgment letters for signature and mailing
• Tracks donor information and enters data and financial records into multiple databases
• Develops practices and procedures for managing donor profiles, reporting and tracking data
• Works with OSOS development staff as local expert for Raiser's Edge database
• Processes receipt of interest checks and financial statements
• Assists director in preparing funding requests and reports to the All Foundation Board of Trustees
• Assists in planning and design of donation and fundraising materials and campaigns

Facilities management
Tasks include:

• Monitors building facility issues, communicates with vendors, schedules maintenance/ repairs, monitors building contracts, and processes vendor payments
• Schedules and participates in facilities meetings to problem solve current building issues and plan for future maintenance and facility management
• Assigns and tracks keys and alarm codes and assigns and distributes parking permits, and monitors building access
• Manages transactions and records with the condominium management firm, prepares quarterly list of utilities expenses the condominium paid, and submits to Fiscal for invoicing
• Serves as assistant treasurer on 9th & Lenora Condominium Owners Association, attends meetings and supports WTBBL director
• Identifies items for surplus and works with OSOS facilities manager and fiscal staff to complete surplus process
• Serves as the back-up for the alarm company contact and responds when necessary

Supervises reception services
Tasks include:

• Coordinates, organizes, and directs the operation of the WTBBL reception desk and public areas of the library
• Supervises receptionist, trains, assigns, oversees the work, and evaluates performance
• Provides instruction and training for staff working at the reception desk
• Covers reception desk for breaks, schedules coverage for reception desk and backs up when necessary
• Drafts, edits, and maintains reception desk manual and accompanying informational materials
• Coordinates mailing projects and organizes volunteer groups to assist with administrative projects
• Assigns, monitors, and evaluates work of volunteers
• Ensures exceptional customer service for WTBBL patrons, volunteers, guests, and vendors

Miscellaneous
Tasks include:

• Participates in program and division activities
• Other duties as required

Qualifications

REQUIRED QUALIFICATIONS:

• Three years of administrative support experience of any combination of the following: drafting correspondence, coordinating office operations; managing travel arrangements and payment; managing multiple calendars and projects; record keeping, bookkeeping, or budget monitoring, arranging payment for office expenses; planning and coordinating office and public events
• One year experience working in a supervisory level position performing duties and responsibilities that include coaching, evaluating, and counseling staff
• 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 language

PREFERRED/DESIRED QUALIFICATIONS:

• Experience working with WA state rules, policies, and procedures regarding travel, purchasing, and contracts
• Experience preparing and monitoring budgets
• Experience working with donations and fundraising
• Experience providing assistance to customers regarding inquiries in a wide variety of settings
• Ability to read, understand, and interpret policies and procedures
• Experience working with blind, visually impaired, or disabled populations

Supplemental Information

Working Conditions
This position works in an office environment and library that serves blind, visually impaired, deaf/blind, physically disabled, and/or learning disabled patrons. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM, with occasional weekends and evenings. Occasional statewide travel. The incumbent of this position will work with internal and external customers. The incumbent of the position must have the ability to handle stressful work situations, maintain confidentiality, lift up to 30 pounds with or without a reasonable accommodation, work in a tabacco-free and smoke-free environment, and a willingness to remain in the workstation for extended periods of time. This position works with internal and external customers and the incumbent of the position needs to be able to maintain a positive attitude when dealing with diverse customers and be able to communicate effectively, both orally and written.

Per Governor Inslee’s Proclamation 21-14 (Download PDF reader), employees at the Office of the Secretary of State must be fully vaccinated no later than the first day of your employment. Your vaccine status will be verified by Human Resources prior to your first day of employment. Please contact Human Resources at hr@sos.wa.gov if you need information on medical or religious accommodation.

How to Apply

• To be considered for this this position you must attach a resume and a letter of interest describing how your experience and qualifications relate to the position description and the required and preferred/desired qualifications.
• 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, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must redact your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, race, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 704-5210.