Administrative Assistant 4

State of Washington • King County – Burien, WA

2d

About The Position

The Washington State Criminal Justice Training Commission (WSCJTC) is seeking an Administrative Assistant 4 for its Accountability Bureau’s Gender Based Violence Division. The position supports division leadership and operations, provides high-level administrative assistance to the Division Manager, and directly supervises four Administrative Assistant 3 employees. The role involves coordinating projects and division services, managing schedules and records, supporting staff development, and working with program managers and internal and external partners.

The incumbent will handle public records requests, maintain the division webpage and long-term calendar, coordinate meeting and training logistics, prepare data and reports, review procedures, and support hiring panels. Additional duties include arranging and processing travel, purchasing supplies, reconciling credit card statements, and ensuring compliance with applicable state laws, rules, and agency and financial policies. The role uses SurveyMonkey, ACADIS, the CJTC website, and Microsoft Office Suite.

The duty station is in King County, and the incumbent receives 5% premium pay in addition to the listed salary. WSCJTC offers healthcare benefits, a choice of state retirement programs including a defined benefit pension plan, advancement opportunities, and flexible or compressed work schedules. The agency emphasizes a respectful, inclusive workplace and supports diversity, equity, and inclusion.

Requirements

• At least four years of progressively responsible experience in professional office, clerical, or general administrative work; formal education may substitute year-for-year for experience.
• At least two years of lead worker, supervisory, or managerial experience.
• Positive interpersonal and customer service skills, including courteous interaction with Commissioners, coworkers, external partners, and the public, and the ability to establish and maintain effective working relationships.
• Ability to work effectively in a busy environment with frequent interruptions and distractions.
• Ability to multitask, adapt to shifting priorities, and meet established deadlines.
• Strong organizational and analytical skills and high attention to detail.
• Initiative and self-motivation to act independently.
• Ability to make independent decisions using sound judgment and complete tasks with minimal supervision.
• Professional oral and written communication skills.
• Ability to understand and follow oral and written instructions.
• Ability to learn agency operating procedures and interpret, apply, and explain applicable rules and regulations.
• Ability to maintain confidentiality of sensitive information and records and handle sensitive matters effectively.
• Understanding of and support for cultural diversity.
• Ability to model the agency’s mission, vision, and values in communications and interactions with staff and students.
• Ability to perform in accordance with the agency’s code of conduct and other policies.
• Strong work ethic; self-directed and able to work effectively in a team-teaching environment.
• Proficiency with basic computer applications, including Microsoft Office Suite.
• Ability to support the agency’s diversity, equity, and inclusion goals.
• Willingness to take action to learn and grow and to meet the needs of others.

Nice To Haves

• Four years of progressively responsible administrative experience in public administration, professional office settings, clerical work, or general administrative support.
• Knowledge of, familiarity with, or experience working within WSCJTC protocols, procedures, and chain of command.
• Experience handling confidential and sensitive information in accordance with agency policy, applicable laws, and confidentiality requirements.

Responsibilities

• Ensure high-quality delivery of division services with attention to detail and organizational excellence.
• Gather documents and respond to public records requests in compliance with RCW, WAC, and agency policies.
• Coordinate projects, manage the division’s long-term calendar, monitor progress toward goals, and update timelines as needed.
• Coordinate scheduling and logistics for meetings, classes, projects, and other division assignments.
• Oversee the division webpage and online content, ensuring accuracy and timely updates.
• Attend and participate in meetings and record minutes as required.
• Participate in professional group meetings to support division operations and service quality.
• Monitor and prepare data for reports, statistical analysis, and financial requests.
• Review and update standard operating procedures for efficiency, accuracy, and alignment with best practices.
• Serve on agency hiring panels for administrative positions as needed.
• Supervise archiving of paper and electronic files in compliance with agency policies and state law.
• Provide high-level administrative support to the Division Manager, including complex projects, communications, and special initiatives.
• Use operational programs and systems such as SurveyMonkey, ACADIS, the CJTC website, and Microsoft Office Suite; maintain elevated ACADIS permissions to support GBVD staff.
• Directly supervise four Administrative Assistant 3s, overseeing daily tasks, priorities, and project execution.
• Collaborate with program managers to understand program needs, delegate work, and ensure professional-level administrative support.
• Identify and implement process improvements in coordination with program managers and division leadership.
• Support staff growth through mentorship, training, coaching, and guidance.
• Conduct performance management in alignment with RCW, WAC, CBA, DES Rules, and agency policy, including evaluations, addressing performance concerns, updating position descriptions, and communicating expectations.
• Review Training Travel Requests for accuracy and required signatures.
• Submit travel requests, including eligible expenses; arrange accommodations and transportation; and prepare and update travel itineraries.
• Purchase GBVD supplies through DES and other sites in accordance with OFM guidelines and protocols.
• Reconcile division credit card statements by collecting receipts, verifying purchase purposes, identifying funding sources, and reporting in accordance with OFM rules and agency policies.

Benefits

• Healthcare benefits.
• Choice of state retirement programs, including a defined benefit pension plan.
• Advancement opportunities.
• Flexible or compressed work schedules.
• 5% premium pay for the King County duty station, in addition to the listed salary.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed