Description

Apply Early! First review of applications is scheduled for the week of November 7, 2022.

This position will require to report to the Olympia office as business needs require.

The Homeownership Unit (HO) within the Housing Division is seeking an Administrative Assistant 3. This position provides high-level administrative support and services to the Managing Director (MD) of the Homeownership Unit (HO), as well as the program managers and unit staff. This position is a member of the Lead Support Team and assists with the development and recommendation of division policies and best practices to ensure quality, streamlining, and cohesiveness that meet the needs of our internal and external customers. This role is responsible to ensure staff members understand these administrative processes. This position also applies knowledge of managers’ and program managers’ work commitments, including status of projects or nature of agreements, in responding to internal or external inquiries.

This recruitment may be used to fill future vacancies that occur in the next 60 days.

Duties

Administrative support to the MD and Unit Staff

• Act as liaison/coordinator with all agency offices, including but not limited to, the offices of Information Services, Human Resources, and Office Services.
• Serve as liaison between the MD and other staff members, as appropriate, transmitting assignments and reviewing for appropriateness and consistency with agency policy.
• Coordinate all office operations, questions and/or needs of HO staff and the MD.
• Keep the MD aware of internal and external deadlines and maintains prioritization of work activities.
• Exercise delegated authority to assign, instruct, and check the work of all professional staff in the unit.
• Attend advisory meetings. Transcribe and distribute meeting notes.
• Prepare reports, portions of plans, and office policy and procedure manuals.
• Establish and ensure adherence to administrative protocols. Responsible for developing new office protocols and strategies or modifying existing ones.
• Complete the preparation of documents related to travel, purchasing, payroll, budget, personnel, and event coordination.
• Exercise delegated signature authority for correspondence, purchasing, travel vouchers, invoices and timesheets when needed.
• Prepare responses to Governor’s Office referrals, correspondence, and phone calls for individuals asking for help finding or keeping housing.
• Track all unit documents routed for signatures.
• Track expenditures for assigned councils or workgroups.
• Conduct scheduling, logistics, agendas, and note-taking for unit meetings and meetings with the homeownership stakeholder groups, and other advisory or stakeholder groups.

Personnel

• Coordinate all personnel actions for the unit, including recruitment, selection/interview, reference checks, appointments, promotions, and set-up and onboarding new employees.
• Ensure position descriptions, work schedules, telework agreements, and performance evaluations are kept current and in accordance with division and agency processes and guidelines.

Division Administrative Support

• Participate in the Division Lead Support team and perform additional duties associated with division-wide support such as helping with division meetings and working collaboratively to develop division procedures.
• Coordinate staff moves, cubicle setups, on-boarding and off-boarding staff, equipment and furniture provisioning, and other administrative needs or changes for the unit.
• Coordinate division-wide events.

Qualifications

Required Qualifications:

• High School Graduation or GED

AND

• Three years of progressively responsible experience in office/administrative, bookkeeping, accounting, or general administrative work. Formal higher education will substitute year-for-year of experience.
• Advanced-level expertise in Microsoft Word, Excel, Outlook, and PowerPoint, and a working knowledge of web management.
• Ability to communicate fluently and effectively, both verbally and in writing; writing skills necessary to develop letters and provide summary reports; comprehension skills to successfully translate verbal and written information.
• Ability to independently determine, organize, and prioritize workload.
• Strong organizational and coordination skills to insure a smooth-flowing, productive work unit.
• Strong interpersonal skills, ability to work with all levels of internal management and staff and maintain respectful demeanor in stressful situations.
• Ability to work under changing deadlines.

Preferred/Desired Experience:

• Budget and accounting experience.
• Communications or marketing experience.

Supplemental Information

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

To be considered for this position the following are needed:

• 
  A complete and detailed online application
• A letter of interest (enter online);
• At least three professional references (enter online).

This position is covered by a collective bargaining agreement

For questions about this recruitment, please contact Lindsey Henderson at 360-725-2652 or Lindsey.Henderson@Commerce.wa.gov.

Important Notice
Per Governor Inslee’s Directive #22-13.1, state employees must be fully vaccinated prior to your first day of employment. Your vaccine status will be verified prior to an offer of employment. Please reach out to Human Resources Specialist Jimmie Wimberly at jimmie.wimberly@commerce.wa.gov if you need information on medical or religious accommodation.

Who we are:

At Commerce , we're a little different. But for you, it might just be the perfect fit. We're a state agency but operate like a business with the understanding we need to know our customer's needs to fulfill them. Our Olympia offices are open Monday through Friday (flexible schedules are available). Our parking is free and many of our employees bike year round.

Washington State offers commuting programs , including free, subsidized and reduced public transportation incentives. There are approximately 500 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.

If this sounds like a good fit for you and you meet the qualifications, we encourage you to apply today!

What we do:

We are the lead state agency charged with strengthening communities. We administer a diverse portfolio of programs and services, and we support several state boards and commissions .

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.

Where we work:

Commerce's main office is located in Olympia; however we also have locations in downtown Seattle and Spokane.

Work Location - Olympia, WA
This position may be required to come into the Olympia, Washington office occasionally as business needs arise. It is anticipated that interviews for this position will be held using virtual videoconferencing. You will work with your supervisor to identify an appropriate work schedule and balance.

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!

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.