Administrative Assistant 4 - Internal Only

State of Washington•Thurston County – Olympia, WA

13h•Remote

About The Position

This non-permanent, four-month position ends October 10, 2026, and is eligible for full-time telework; it is primarily virtual, with occasional in-office meetings as business needs arise. Administrative assistants are the backbone of our agency, and in this role, we rely on you to be a steady, positive influence who ensures daily operations run smoothly. The ideal candidate is a confident, highly organized professional who excels at leading administrative functions and representing the Innovation & Technology Services Division with professionalism and sound judgment. They bring at least one year of experience directing or guiding others and have a strong track record of managing complex office operations in a fast-paced, service-driven environment. They are skilled at coordinating workflows, improving processes, and ensuring smooth daily operations. They are also adept at facility planning, purchasing, inventory management, HR-related procedures, and recruitment coordination, serving as a reliable point of contact for I&T staff and agency partners. This candidate thrives in a collaborative environment, anticipates operational needs, and contributes to division-wide strategic and process improvement efforts. They take initiative, lead with professionalism, and help standardize administrative practices to support the mission and priorities of ESD’s Innovation & Technology Services Division.

Requirements

At least one year of experience directing or guiding others.
Professional Judgment and Discretion
Oral and Written Communication Skills
Situational Awareness
Interpersonal and Relationship Skills
Decision-Making and Problem-Solving
Organizational Knowledge
Ability to coordinate administrative standards and procedures.
Ability to coordinate and develop policies and administrative methods.
Ability to interpret and apply administrative policies.
Ability to prepare and authorize administrative correspondence.
Ability to direct and coordinate special projects.
Ability to represent the supervisor and communicate policy matters.
Ability to supervisor or lead and provide guidance to staff.
Ability to engage in strategic and quality planning.
Must be able to pass an Unemployment Insurance (UI) and Paid Family Medical and Leave (PFML) claim and fraud check.
Criminal history record check through the Washington State Patrol and the Federal Bureau of Investigation.

Nice To Haves

Working level experience with MS Word, Excel, PowerPoint, and Outlook.
One (1) year of experience and working knowledge with SharePoint and Microsoft Teams.
Five years (5) of progressively responsible experience in office/clerical, secretarial, legislative, or general administrative work, with at least one year of high-level administrative duties and/or providing and coordinating administrative support functions with multiple supervisors or managers.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.

Responsibilities

Manage administrative operations and coordinate administrative support.
Responsible for daily and routine administrative operations activities and communications, monitors information, requests, and internal assignments to ensure timely completion; lead and assist in administrative projects and budget process assignments.
Prepare, proofread, review, and manage correspondence on behalf management for unit, division, agency; and public release; responsible for collecting and maintaining all requisite receipts; and documentation to ensure proper agency, state and federal audit and reporting standards are met.
Budget, organize, schedule, manage, and coordinate employee engagement and training events and functions, including events that may exceed several hundred attendees: responsible for event facility arrangements and logistics; prepare and distribute agendas, handouts, Years of Service (YOS) awards/gifts, and training materials.
Provide human resources administrative support.
Consult with Management Analyst on human resources actions; ensure personnel actions and HR processes are performed in compliance with policies and procedures.
Maintain confidentiality for HR related items.
Prepare, process, and assist in tracking all evaluations, personnel, and position actions; inform management about deadlines and policies related to personnel and position actions processes and procedures; correctly complete HR paperwork (i.e., recruitments, on-boarding, and off -boarding, evaluations, position descriptions, personnel actions, etc.) in a timely manner.
Initiate HR actions; submit EPARs in an accurate and timely manner; proofread and verify correctness of personnel and position actions; obtain required signatures from proper parties; upload final version to ESDocs and distribute to appropriately; proactively and independently seek input from management and HR when uncertain of procedures, content, and policies related to EPARs and HR actions.
Provide fiscal administrative support.
Research operating procedures with other agencies, establish procedures and development for improved administrative methods.