WCSM Program Administrative Assistant

State of Washington•Thurston County – Olympia, WA

14h•Hybrid

About The Position

The Workers’ Compensation Systems Modernization (WCSM) Program is a portfolio of projects with the combined task of modernizing Labor & Industries (L&I)’ssystems and processes. L&I is moving from a mainframe-centric model to a cloud-first model, creating the ability to introduce new capabilities and enhance existing capabilities more easily in the future. The WCSM Program leadership is located within the WaTech Director’s Office, and the day-to-day Program team will be located in WaTech. The majority of project subject matter experts are located within the Department of Labor & Industries. This position reports directly to the WCSM Program Director. The WCSM Program Administrative Assistant provides confidential, executive level support to the WCSM Program Leadership which includes the Program Director, the Program Director’s direct reports & members of the Governance Committees.

Requirements

Nine years of responsible office experience at the senior clerical level or higher.
A bachelor’s degree in business administration, public administration, or closely related field may substitute for four years of experience.
Five years of progressively responsible experience providing executive-level or management-level administrative support.
Two years' experience with handling multiple priorities and working with multiple managers.
This includes the ability to constantly and consistently prioritize competing responsibilities.
Experience composing, editing and proofreading professional communication materials using Microsoft products such as: Word, Excel, PowerPoint, Outlook, SharePoint, and Microsoft Teams.
Experience maintaining and keeping confidential information secure.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.

Nice To Haves

Experience in TEMS online travel reimbursement system and online travel booking site.
Experience providing administrative support to executives in government and experience with public records retention and disclosure laws.
Coordinating multiple competing priorities with multiple managers.
Consistently and accurately re-scheduling competing schedules and deadlines.
Successfully working independently, understanding the organization, divisions and standard processes and procedures.

Responsibilities

Analyze situations and use independent judgment to determine whether it may require Program Director’s attention.
Review all travel and purchasing requests prior to the Program Director’s review for accuracy and ensures internal and Office of Financial Management (OFM) policies are being followed.
Prepare correspondence for executive managers, and exercises signature authority on administrative correspondence.
Review, proofread and track all documents requiring signature.
Prepare, format, and proofread correspondence, official documents, reports, and publications as requested on behalf of the Program Director & Program Deputy Director.
Responsible for proofing, final formatting, and full delegated authority to send on behalf of the Program Director invitations to events and training.
Draft and distribute communications on behalf of the Program Director.
Respond to requests for speaking engagements and serve as the point of contact for Program Director.
Attend meetings with or for the Program Director and provides timely summary updates/follow up and action items.
Finalize reports, or official documents for mailing, printing, or web page presentation.
Responsible for coordination of division and executive staff meetings, prepare agendas, take notes, prepare materials, monitor, track and report on priorities, action items, due dates, deadlines.
Maintain a high level of confidentiality while working with complex or sensitive issues.
Responsible for all aspects of scheduling meetings and coordinating appointments.
Accurately schedule complex meetings involving numerous internal and external parties for WCSM Program Leadership team.
Responsible for calendar management to ensure appointments are current and accurate, consult and use independent judgement when scheduling conflicts arise.
Coordinate travel for the WCSM Leadership Team; including gaining authorization for travel, research, gathering information and coordinating training/conference registrations including in-state, out-of-state travel, expense estimates, and expense reimbursements.
Create travel requests on behalf of leadership and staff and submit them for approval to approving authorities ensuring agency and state travel guidelines are followed.