Administrative Assistant 5

State of Washington•Thurston County – Olympia, WA

8d•Hybrid

About The Position

The Washington State Liquor and Cannabis Board (WSLCB) is seeking an Administrative Assistant 5 to provide executive-level support to the Director of Licensing and Regulation Division, as well as division leadership and staff. This role involves managing complex calendars, coordinating leadership meetings, and ensuring the timely preparation and distribution of sensitive materials. The position requires independent judgment and prioritization skills in a high-pressure environment, managing various division interests and issues. Responsibilities include delegated procurement and travel authority, budgetary oversight, managing human resource processes (onboarding/offboarding), overseeing inventory and asset tracking, and leading special projects. The WSLCB emphasizes a culture of excellence, open communication, transparency, data-driven decisions, and continuous improvement, with a strong commitment to Diversity, Equity, Inclusion, and Belonging (DEIB).

Requirements

Seven (7) years of administrative or supervisory experience.
OR A Bachelor's degree in business, public administration, or closely allied field AND Three (3) years of administrative or supervisory experience.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
Accountability: Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight. Effectively organize multiple assignments-sometimes of a complex nature or involving competing priorities-to produce work products that are accurate, thorough, and on time.
Analysis: Use data and information in a clear and rational thought process to assess and understand issues, evaluate options, form accurate conclusions, and make decisions. Identify key facts in an array of data. Recognize when pertinent facts are incorrect, missing, or require supplementation or verification. Distinguish information that is not pertinent to a decision or solution. Break down data into component parts to understand the nature and relationship of the parts. Recognize underlying principles, patterns, or themes in an array of related information, and determine whether additional information would be useful or necessary. Judge or infer appropriate responses to a set of information on the basis of clear guidelines or procedures. Form accurate conclusions regarding actions to be taken.
Computer Skills: Display working knowledge of program or agency computer system(s) which may include Microsoft Office, SharePoint, and the AS400. Ability to utilize electronic resources including the internet and accurately document and/or update information in electronic form to maintain complete records.
Customer Focus: Listen attentively, identify issues, provide options, fulfill services, and/or exercise knowledge of laws and regulations to assist others and/or resolve complaints or conflicts. Build and maintain internal and external customer satisfaction with the products and services offered by the organization. Treat customers with courtesy and sensitivity. Build positive rapport. Make extra effort to satisfy customer needs. Regularly follow up with customer to ensure needs have been fully met. Proactively keep customers informed by giving timely and appropriate feedback. Assess problem situations and initiate effective service interventions that result in customer service needs.
Effective Communications General: Convey clear, timely, persuasive messages that positively influence the thoughts and action of others. Effectively express ideas and information through the written and spoken word using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the reader or audience ("plain talk"). Keep supervisor and co-workers informed while sharing complete and accurate information with others to include staff and people outside the organization. Practice active listening by concentrating on person or caller; listen without interrupting; and ask questions to clarify and verify information.
Effective Communications Writing Skills: Compose clear, straightforward, and technically correct documents. Proofread and edit information to improve clarity, organization, content, and correct errors in grammar, punctuation, and spelling. Independently compose written responses to emails and letters from customers answering questions, provide information, and/or explain decisions made regarding eligibility for services or compliance with rules. Extract and compile data to prepare narrative, statistical or other reports for review, analysis, documentation, etc. (e.g. financial, payroll, labor distribution, purchasing, inventory, registration, patient, or student information). Ability to draft, format, and edit documents, presentations, publications, and reports. Acute attention to detail when reviewing materials for completion, accuracy, errors, and omissions.
Ethics & Integrity: Earn the trust, respect, and confidence of co-workers and customers through consistent honesty, forthrightness, and professionalism in all interactions. Follow through on commitments. Ability to handle subject matter in a professional and politically neutral manner.
Interpersonal Skills: Establish effective relationships. Display positive outlook and pleasant manner. Contribute to building team spirit. Interact appropriately with co-workers, and in a manner that encourages cooperation and teamwork. Give and welcome feedback. Employ expertise, credibility, and effective partnering to help clients identify, evaluate, and resolve complex or sensitive issues, problems, and service needs. Effectively influence others to achieve understanding, acceptance, and commitment to act in support of ideas, programs, or causes. Effectively persuade others to voluntarily accept recommendations or advice for the purpose of bringing them into compliance with regulations or policy. Diffuse sensitive or difficult customer situations and create a climate for mutual problem solving. Ability to work effectively as a team member.
Research Skills: Can integrate multiple lines of data; contrast conflicting data; analyze and evaluate the accuracy of data; can create data gathering processes; can propose/formulate new processes; able to design new organizational systems; can logically defend outcomes/results.
Stress Tolerance: Perform well under pressure. Demonstrate good judgment. Handle unexpected situations with composure. Respond to difficult, stressful, or sensitive situations in ways that reduce or minimize potential conflict and maintains good working relationships among internal and external customers. Work independently in a complex work environment. Ability to multi-task, prioritize work for self and handle short deadlines and high-pressure situations.
Safety: Understands and follows agency safety policies and other standards established to maintain a safe work environment. Carefully organize the personal workspace to minimize the likelihood of an accident or other unsafe incident. Report injuries, accidents or hazards to supervisor.

Nice To Haves

Knowledge of government organization and administrative procedures; office methods and procedures; research and data collections; agency policies and procedures.
Working knowledge of delegated purchase authority.
Working knowledge of Washington State legislative and rule processes.
Ability to write and communicate effectively; establish and maintain cooperative relations with others.

Responsibilities

Communicate effectively with industry stakeholders, legislative staff, executive level staff and others on behalf of the Director.
Establish and maintain positive relationships with agency administrative and support staff.
Serve as a liaison between the Director and other members of the division management team, relaying assignments and requesting status information.
Manage the Director’s complex calendar; schedule and coordinate in-person and remote meetings, including preparing agenda and meeting materials/presentations, and meeting logistics.
Manage the Director’s emails, reviewing all email and routing and/or delegating as appropriate.
Understand and stay current on the Director’s priorities, assignments, deliverables, and due dates.
Track work activities to ensure timely delivery and completion.
Prepare and edit various correspondence, presentations, and other documents.
Exercise signature authority on administrative correspondence.
Represent the Director as requested at meetings, conferences, and other business functions.
Make travel arrangements in accordance with agency and state policies for the Director and division staff, including airfare, hotel reservations, registration, and ground transportation.
Coordinate required pre-approval travel paperwork and after-travel reimbursements, as applicable.
Represent the Division in matters pertaining to administrative operations and policies; interpret and apply administrative policies to the work of the Division.
Practice budgetary delegated authority and provide budgetary oversight, including Division procurement of goods and services and coordination of travel.
Represent the Division on the Agency Lead Support Team.
Collaborate with the Lead Support Team on all agency events, as needed.
Maintain confidentiality of all performance management and corrective actions.
Manage all steps involving Division onboarding, promotions, transfers, and separations.
Create and/or track timely completion of Division Personnel Action forms and related documents.
Track timely completion of Division Position Description, Expectations and Evaluation forms.
Serve as the Division’s Training Learning Center point of contact and liaison with the agency’s HR division to track Division staff training and resolve training record discrepancies.

Benefits

A comprehensive benefits package (including but not limited to Medical/Dental/Vision, Long Term Disability, Life Insurance etc.)
Paid Vacation, Leave, and Holidays
Tuition Waiver (enrollment in courses at state universities/colleges on a space availability basis - all or a portion of the tuition/fees may be waived for state employees)
Tuition reimbursement (courses taken with prior approval in order to further employee’s career development with the WSLCB)
Training and career development programs (including online courses and LinkedIn Learning)
A healthy work/life balance (this may include flexible/alternative work schedules and telework/remote work opportunities, when possible)
Employee Assistance Program - a confidential program created to promote the health, safety and well-being of public service employees
Generous wellness program (we offer reimbursements for certain fitness related activities)
Onsite exercise facility (for employees working at WSLCB Headquarters Building in Olympia)
Infants at Work Program to promote parent and infant bonding, parental well-being, and healthy infant development. Depending on your job duties, work location, and supervisor approval, eligible employees who are new mothers, fathers, or legal guardians can bring their infant (six weeks to six months) when they return to work.
Free parking