Administrative Assistant 5 (AA5) - Seattle/Region 4

State of Washington•King County - Seattle – Other, WA

16h•Hybrid

About The Position

The Department of Children, Youth and Families (DCYF) is seeking an Administrative Assistant 5 (AA5) to provide high-level administrative support to Region 4's Regional Administrator of the Child Welfare Field Operations team in King County. This full-time, permanent position requires work within an office environment with remote options. The office assignment for this position is negotiable within King County's Child Welfare Offices. The incumbent will be required to travel to various office locations within Region 4 for training and meetings. The AA5 reports to Region 4's Regional Administrator and functions as the principal assistant for administrative matters, accomplishing varied and complex projects. This position has delegated authority to act in the absence of the Regional Administrator on administrative matters, including managing the region's travel budget, purchasing equipment and service orders, facility and space management, labor relations and personnel actions, developing regional administrative procedures and practices, and receiving and staffing of complaints and issues raised by the public or forwarded from the Governor's office or the Secretary's office. This position maintains strict confidentiality of employee and client information.

Requirements

Equivalent combination of education and experience totaling five (5) years of office/clerical, secretarial, bookkeeping, accounting, supervisory, or general administrative work.
One year as an Administrative Assistant 4 (AA4).
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
Ability to interact with co-workers and the community appropriately and professionally to maintain good teamwork and customer relationships.
Proficiency in MS Outlook, MS Word, MS Excel, MS Publisher, MS PowerPoint, and Adobe Acrobat, including database applications such as MS Access and FamLink.
Ability to interpret in-depth travel guidelines, including DCYF Accounting policies, SAAM policies, and OFM regulations.
Ability to work independently to establish priorities and organize work to enable completion of assigned tasks through exercising good judgment, problem-solving ability, and multitasking to complete assignments.
Ability to make reasonable judgments in a complex and changing organizational environment.
Ability to maintain confidentiality of client and personnel information.
Ability to troubleshoot and resolve computer hardware, software, and other electronic equipment issues.
Ability to analyze sensitive issues objectively and realistically, and provide advice and consultation on these issues.
Ability to create presentations, complex charts and graphs, and electronic forms.
Ability to write and prepare clear and effective reports and other documents.
Ability to create and maintain tracking and monitoring systems.
Must be able to effectively communicate with management, peers, clients, and the public, as required to carry out the assigned duties of the position.

Nice To Haves

A Bachelor’s degree in Business Administration, public administration, or a closely allied field AND three (3) years of administrative or supervisory experience.

Responsibilities

Serve as the Regional Administrator’s (RA) principal assistant with delegated authority to accomplish their administrative responsibilities and assignments.
Prepare correspondence for the RA and exercise signature authority on administrative matters.
Compile and analyze data, review staff work for completeness, and make or direct changes when necessary.
Coordinate and manage the RA's calendar using agency-approved software.
Address public groups on departmental functions and policies, and answer questions about the region's operation.
Investigate operating methods and procedures in various functional areas and develop improved methods.
Participate in assessing process improvement initiatives, monitoring contracts to ensure performance and compliance.
Serve on committees related to administrative matters within the agency, complete projects and duties as required.
Work cooperatively with other support and administrative staff when needed due to unusual workloads, absences, or other circumstances.
Participate in monthly management meetings and other meetings, record minutes, transcribe notes, track and monitor tasks and decisions, and post and distribute.
Coordinate the policy review process for timeliness, assign policy reviews, take the lead in the decision review/revision process, and initiate stakeholder reviews.
Approve filling of FTE allotments and documentation of approval by ensuring completion of appropriate documentation, including employee and position actions.
Approve travel advances and requests for region staff and client travel, ensuring compliance with laws and policies.
Approve funds to purchase equipment and service orders.