Administrative Assistant - Receptionist

State of Washington•Thurston County – Olympia, WA

2d•Onsite

About The Position

The Office of the State Treasurer is seeking an Administrative Assistant / Receptionist to support its Main Office team in Olympia, Washington. As the agency’s first point of contact, this position welcomes visitors, responds to callers, and provides professional administrative support across program management, constituent correspondence, office administration, and other functions. The role reports to the Administrative Operations Manager and works collaboratively with the existing Administrative Assistant-Receptionist and staff throughout the agency. The position supports reception services, office operations, records management, building access and security, supplies and equipment, vault operations, committee coordination, and special projects. Some projects may be high-profile or confidential and may involve research, analysis, and preparing information in various formats. The role requires adaptability, customer-service skills, attention to detail, and the ability to manage changing priorities in a fast-paced state agency environment. The position is based onsite full-time, Monday through Friday, 8:00 a.m. to 5:00 p.m., at the Legislative Building on the Capitol Campus in Olympia. Flexible scheduling and limited remote work may be available when consistent with agency business needs. Applicants must submit an online application, a current resume, and a letter of interest. A criminal-record background check will be conducted. The Office of the State Treasurer serves as the financial hub for Washington State government, managing investments, debt, and cash flow and providing financial services to state agencies and local governments. Its team comprises approximately 70 professionals and emphasizes public trust, customer service, collaboration, and continuous improvement.

Requirements

Progressively responsible experience providing professional reception, clerical, or administrative support in an office environment.
Direct experience providing customer service to the public in person and over the phone.
Ability to communicate clearly and professionally, orally and in writing, with people at all organizational levels and members of the public.
Ability to manage multiple priorities, organize and complete work accurately, exercise sound judgment, and work independently.
Proficiency with Microsoft Office applications and Adobe Acrobat.
Experience coordinating meetings, including scheduling participants, reserving meeting space or virtual platforms, preparing materials, and communicating logistical information.
Ability to maintain confidentiality and appropriately handle sensitive information, records, and communications.
Ability to establish and maintain productive working relationships through a collaborative, respectful, and service-oriented approach.

Nice To Haves

Knowledge of records-management practices, including creating and maintaining records inventories and supporting records-retention schedules in a state government environment.
Experience supporting committees, workgroups, meetings, special projects, or organization-wide communications.
Basic proficiency with Microsoft Bookings, Visio, and InDesign.
Experience researching information, compiling data, and preparing correspondence, reports, presentations, or other materials for a range of audiences.

Responsibilities

Answer the multi-line phone system and assist callers with a diverse range of issues.
Greet guests, visitors, and meeting attendees and provide office tours, including the Vault and Treasurer’s Office.
Manage the general office email account.
Manage agency conference rooms and the interoffice booking calendar.
Print, copy, and collate meeting materials as needed.
Manage incoming and outgoing office mail.
Manage retention and disposition of administrative records according to agency and state guidelines, collaborating with the agency Records Officer as needed.
Coordinate and manage building access for OST staff, including arranging access with the Department of Enterprise Services, ordering and distributing access cards and keys, and maintaining a physical-key log.
Coordinate and assist staff with telephony equipment, office furniture, parking, and other needs.
Process notices of Intent, support COP sales, verify payment registers, complete usury letters, and prepare materials for mailing and shipment through FedEx.
Disseminate agency-wide communications about Capitol Campus updates, security notices, and other necessary information.
Oversee OST lobby security systems and coordinate necessary repairs with the Department of Enterprise Services; oversee the duress notification system, manual door-locking system, and interior panel system.
Oversee purchasing and maintenance of office supplies for both OST locations: the Legislative Building and Helen Sommers Building.
Manage the vault, open and close it as needed by division staff, support records storage, and manage vault contents to facilitate access.
Provide administrative support to OST operational units when requested.
Coordinate OST committees in support of the Administrative Operations Manager, including CFD, CTR, the Safety Committee, the Wellness Committee, and the Productivity Board.
Coordinate and manage assigned special projects and assignments, which may be high-profile or confidential and involve collaboration, research, analysis, and preparation of information in various formats.