Hybrid

State of Washington•Kitsap County - Silverdale, WA

12d•Hybrid

About The Position

This full-time, permanent position is expected to work a hybrid schedule, with one day of telework and four days at the WorkSource office in Silverdale. The final schedule will be determined by the supervisor. The ideal candidate for this Administrative Assistant 3 position will bring professionalism, initiative, and strong organizational skills to the WorkSource Kitsap and WorkSource Clallam Offices. WorkSource Kitsap is the official duty station, with occasional travel required to WorkSource Clallam. They will perform a wide range of administrative duties with accuracy and efficiency, including developing office processes, preparing correspondence, coordinating staff travel and training, and serving as a telecommunications and technical support liaison. They communicate clearly, anticipate needs, and thrive in a collaborative, service- oriented environment. This individual will provide essential support to the WDA1 Administrator and the Kitsap and Clallam WorkSource Supervisors by assisting with budget preparation and expenditure monitoring, managing equipment and inventory, maintaining records, and verifying financial information. They will also coordinate personnel recruitment, track performance evaluations, and maintain time sheets and leave requests. Highly organized, detail-oriented, and proactive, the ideal candidate ensures smooth and effective operations across multiple offices.

Requirements

Four (4) years equivalent education/experience.
High school diploma or equivalent AND Three (3) years of clerical, office or administrative experience.
Associate’s degree in business administration, public administration, or a closely related field may substitute for experience AND One (1) year of experience as an Administrative Assistant 2 OR Two (2) years as an Administrative Assistant 1.
Budgeting & Cost Management : Ability to evaluate costs, approve purchases, and develop cost estimates.
Budget Preparation & Monitoring : Ability to prepare budgets, develop estimates, and monitor expenditures.
Standards & Procedures Development : Ability to create and enforce standards and procedures.
Representation & Liaison : Ability to act as the primary contact and represent management.
Report & Proposal Preparation : Ability to prepare detailed reports and proposals.
Personnel Coordination : Ability to manage recruitment, selection, and promotion processes.
Word Processing – Formats and automates text
Data Management – Organizes and integrates content
File Handling – Manages uploads/downloads securely
Editing & Formatting – Structures documents professionally
Problem-Solving – Troubleshoots issues and adapts content.
Must be able to pass an Unemployment Insurance (UI) and Paid Family Medical and Leave (PFML) claim and fraud check.

Nice To Haves

Ability to communicate effectively with management, peers and other stakeholders both verbally and in writing.
Proficiency in Microsoft Office (Word, Excel, Outlook, SharePoint) and experience working with databases and information systems.
Skilled in customer service, including handling inquiries, resolving concerns, and navigating complex situations.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.

Responsibilities

Provide administrative support to managers, supervisors, and staff as needed.
Independently conduct administrative activities and communications, assisting in administrative projects as well as business process assignments.
Prepare correspondence for signatures, process mail.
Act as a telecommunication and technical support liaison coordinating requests with facilities.
Provide back up for staff when necessary; assist with additional activities (i.e., special assignments, committee work, recognition activities, etc.).
Assist in developing and implementing office processes and procedures; gather and compile data; maintain data files for programs; compile and complete projects, reports and special assignments.
Assist in developing, updating, processing, and monitoring resource and data sharing agreements and other contracts.
Coordinate required personnel recruitment, selection, appointment, and promotion paperwork.
Track and monitor performance evaluation schedules.
Maintain time sheets and leave requests; monitor and reconcile charge code use and leave balances to timesheets; keep secure records.
Support budget preparation; process research, monitor and track expenditures; review, process and verify program documents and financial records.
Monitor equipment and supply needs; prepare estimates; place orders; receive and stock inventory.
Track surplus and transfer of equipment.