Administrative Assistant

State of Washington; Tumwater (WA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

King County premium pay

Job summary

The Office of the Secretary of State in Olympia, WA is seeking an Administrative Assistant (Full-time, permanent) to support the ILS Program Manager and the ILS Admin Team. The role involves calendar management, arranging travel, preparing meeting materials, and coordinating with staff across programs.

Responsibilities include facilitating projects such as grant work and outreach, supporting onboarding of new employees, and ensuring compliance with laws, rules, and procedures.

Qualifications

• Two years of administrative support experience in coordinating office operations, travel, calendars, and events.
• Ability to read and write English.
• Ability to use a PC and applicable software to perform essential functions.

Responsibilities

• Supports Program Manager by managing calendar and information flow, tracking deadlines, and obtaining progress reports.
• Arranges transportation and accommodations for the Program Manager.
• Prepares agendas, takes notes, and prepares minutes for meetings.

Skills

Administrative support

Reading & writing English

PC software proficiency

Education

Bachelor’s degree in business/public administration

Tools

LibGuides

Job description

Administrative Assistant - Full-time, Permanent

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Washington State Library connects people to the power of libraries. As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days. Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.

The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming. Additionally, the Washington State Library provides services to state prison and state hospital libraries. OSOS also operates the Washington Talking Book & Braille Library (WTBBL) in Seattle, a library for people unable to read standard print.

Administrative Support for ILS Program Manager

• Supports Program Manager by managing their calendar and keeping them informed of significant and important tasks and activities requiring their review or action; collects and organizes information from ILS staff, communicates assignments, calls attention to deadlines, and obtains progress reports.
• Arranges for transportation and accommodations for Program Manager.
• Acts for or in the place of the supervisor and other professional staff at select WSL events.
• Prepares agendas for meetings, notifies conferees, attends meetings, takes notes of significant parts of discussion, and prepares minutes.
• Reviews the work of ILS staff for completeness to assure that input-output is in compliance with laws, rules, policies, procedures and standards.
• Supports the hiring, recruitment, and onboarding for new employees.

Administrative Support for the ILS Program

• Facilitates and contributes to specialized projects including but not limited to grant work, special collections, reentry resources, branch programming, and outreach
• Coordinates/schedules programming activities with external organizations and presenters for ILS branches
• Researches program-related problems and develops solutions and/or recommendations
• Arranges for transportation and accommodations for ILS staff
• Prepares purchase requests and orders supplies, publications, and other materials for branches with manager approval.

Administrative Support to the ILS Admin Team Members

• Contributes to project work, including but not limited to grant work, document management, special collections, reentry resources, and outreach.
• Prepares purchase requests and orders supplies, publications, and other materials for branches with branch supervisor approval.
• Coordinates the management of the online file repository with Institutional Librarians.

Required Qualifications

• Two years of administrative support experience in any combination of the following: coordinating office operations, managing travel arrangement and payments, managing multiple calendars and projects, record keeping, bookkeeping, or budget monitoring, arranging payment for office expenses, planning and coordinating office and public events.
• Ability to read and write English language.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.

Preferred/Desired Qualifications

• A bachelor’s degree in business administration, public administration, or closely allied field.
• Familiarity with SpringShare applications such as LibGuides and LibConnect.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Working Conditions

The incumbent works in an office environment that requires the ability and willingness to remain at a workstation for extended periods of time, perform tasks that require physical agility (i.e. bend, reach, stoop, carry, climb) and be able to move and maneuver 20 pounds with or without accommodation. Ability to handle stressful situations and maintain confidentiality. The Standard work hours are Monday - Friday, 8:00am - 5:00pm; some evenings and weekends may be required. Serves both internal and external customers; willingness to work with blind, visually impaired, DeafBlind, physically disabled, or reading disabled patrons. 5% King County premium pay is authorized.

Special Requirements/Conditions of Employment

• This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should call [phone].