ADMINISTRATIVE ASSISTANT 3
State of Washington
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Job summary
Washington State Department of Commerce in Olympia is seeking an Administrative Assistant 3 to provide high‑level support to the Housing Division’s Multifamily Housing Unit. The role focuses on coordinating with agency offices, managing schedules, records, and special projects to ensure efficient operations.
Based in Olympia, you will work four days a week in the office, support MD/AMD and unit staff, handle public records requests, training coordination, and document management while upholding
Qualifications
- High School Diploma or equivalent required.
- Education in business/public administration or related field preferred.
- Lived experience with housing instability may substitute for education/experience.
- Strong organizational and coordination abilities essential.
Responsibilities
- Act as liaison with agency offices and staff; manage assignments for MD/AMD and unit staff.
- Coordinate facilities, space planning, technology, and personnel issues.
- Schedule meetings, prepare reports, and maintain office policy manuals.
- Maintain records retention and handle public records requests.
- Support division events, mail processing, and division-wide procedures.
Skills
Education
Tools
Job description
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.
Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.
This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.
Let’s build what’s next, together.
This position works within the Multifamily Housing Unit (MHU) of HD and is responsible for specific tasks within the State Housing Trust Fund (HTF) and the federal HOME and National Housing Trust Fund (NHTF) programs. This position provides higher-level administrative support to the Managing Director, Assistant Managing Director, as well as program managers and unit staff. This position is the point of knowledge on state government and administrative policies and procedures, office methods, research methods and data collection to support the day-to-day functions and smooth operation of the unit. This position is a member of the Lead Support Team and assists with the development and recommendation of division directives and best practices to ensure quality, streamlining, and cohesiveness that meet the needs of our internal and external customers.
- Act as liaison/coordinator with all agency offices, including but not limited to, the offices of Information Services, Human Resources, Financial Services and the Operations Divisions.
- When appropriate, serve as liaison between the MD and other staff members, transmitting assignments and reviewing for appropriateness and consistency with agency policy.
- Manage issues related to facilities, space planning, technology, and personnel.
- Coordinate all office operations, questions and/or needs of MHU staff and the MD.
- Responsible for keeping the MD aware of internal and external deadlines and maintains prioritization of work activities.
- Exercise delegated authority to assign, instruct, and check the work of all professional staff in the unit.
- Prepare reports, portions of plans, and office policy and procedure manuals.
- Establish and ensure adherence to administrative protocols. Responsible for developing new office protocols and strategies or modifying existing ones.
- Complete the preparation of documents related to travel, purchasing, payroll, budget, personnel, and event coordination.
- Exercise delegated signature authority for correspondence, purchasing, travel vouchers, invoices and timesheets when needed.
- Track all unit documents routed for signatures.
- Maintain the MHU external email distribution list and assist with mass communications.
- Responsible for meeting scheduling, logistics, agendas, and note-taking for unit meetings and advisory meetings and stakeholder groups.
- Manage MD and AMD schedule, including regular meetings with staff and external clients.
- Coordinate all personnel actions for the unit, including recruitment, selection/interview, reference checks, appointments, promotions, new employee set-up, and on-boarding and off-boarding employees.
- Ensure position descriptions, work schedules, telework agreements, Signature Authority and performance evaluations are kept current, readily available, and follow agency/division/unit standards.
- Coordinate timesheets, leave requests, and Commute Trip Reduction (CTR) submittals.
- Coordinate training and conferences for all unit staff.
- Coordinate responses to public records requests.
- Develop written and oral responses to general inquiries and requests for unit action and information or refers such inquiries to unit staff, providing direction on the response.
- Responsible for unit records retention activities.
- Provide support to unit staff with setup, filing and maintenance of contract and legal document files, general copying, and report development.
- Make system improvements as necessary.
- Assist with database maintenance.
- Assist the MD, AMD, and the other unit supervisors in improving, documenting and implementing unit processes and procedures.
- Participate in the Division Lead Support team; complete additional duties associated with Division-wide support such as helping with division meetings and working collaboratively to develop division procedures.
- Process mail received for MHU.
- Coordinate staff moves, cubicle setups, and changes for the unit.
- Coordinate division-wide events.
- Coverage/backup of the agency reception desk and mail as needed.
High School Diploma or equivalent AND Three (3) years of combined professional-level experience and/or education that involves clerical or administrative support, bookkeeping, accounting, and general administrative work.
Education involving business administration, public administration, or closely related field. Qualifying education post High School or equivalent may be substituted year for year for experience.
Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services, foster care, courts, or behavioral health. Lived experience may substitute for one (1) year of education beyond high school equivalency and/or professional-level experience.
- What is lived experience? Lived experience is relevant expertise derived from the accumulated personal and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid experience, academic, or a combination.
- 3 years of experience
- 2 years of experience and one year of lived experience
- 2 years of experience and one year of education
- 1 year of experience and two years of education
- Affordable housing, housing finance, or commercial real estate experience.
- Lived experience of homelessness or lived homeless system involvement.
- State government or state funding programs experience.
- Budget and accounting experience.
- Communications or marketing experience.
- Ability to communicate fluently and effectively, both verbally and in writing; writing skills necessary to develop letters and provide summary reports; comprehension skills to successfully translate verbal and written information.
- Professional, cordial interpersonal relationships, can-do attitude; maintain professional and respectful demeanor in stressful situations.
- Strong organizational and coordination skills to insure a smooth-flowing, productive work unit.
- Ability to independently determine, organize, and prioritize workload.
- Ability to work under changing deadlines.
- Active Notary Public commission in Washington State
- Demonstrated skills in organization, team building, and succession planning.
- Demonstrated ability to collaborate and build partnerships, develop work teams, and work effectively with the authorizing and external environment.
- Demonstrated ability to manage and work with diverse personalities, styles, and cultures.
- Ability to apply negotiation and conflict resolution skills.
- Exceptional written and verbal communication skills, as well as interpersonal and relationship building skills.
- Knowledge of agencies, institutions, and processes involved in real estate development.
- Advanced proficiency with Microsoft Excel and ability to create and manipulate pro-form financial models.
- Intermediate skills in Microsoft Word, PowerPoint and Outlook.
- Collaborative team member that values diversity and can work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds with an understanding of power, privilege and inequity.
- A complete and detailed online application.
- A cover letter (enter online).
- At least three professional references (enter online).
For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.
This position will be duty stationed in our Olympia office and will be expected to come into the office 4 days per week, Monday through Thursday. This position is based in the Olympia office though occasional in-state travel to attend events or meetings may be required. Many Commerce employees work remotely or have a hybrid schedule.
This recruitment may be used to fill future vacancies over the next 60 days.
Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre‑tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre‑tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
If you are employed by a government or not‑for‑profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full‑time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 non‑overtime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part‑time employees who are in pay status during the month of the holiday qualify for the holiday on a pro‑rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full‑time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Full‑time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part‑time employees will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Full‑time employees accrue vacation leave at the rates specified in WAC 357‑31‑165(1) or the applicable collective bargaining agreement (CBA). Full‑time employees who are in pay status for less than 80 non‑overtime hours in a month do not earn a monthly accrual of vacation leave.
Part‑time employees accrue vacation leave hours in accordance with WAC 357‑31‑165(1) or the applicable collective bargaining agreement (CBA) on a pro‑rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full‑time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357‑58‑175, an employer may authorize a lump‑sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357‑31‑165.
Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Washington State supports members of the armed forces with 21 days paid military leave per year.
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Leave Sharing
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
In the space below, please write a formal cover letter describing your interest and how you meet the specific qualifications for this position.
01
In the space below, please write a formal cover letter describing your interest and how you meet the specific qualifications for this position.
02
How many years of post-high school equivalent formal education (including college-level coursework, technical and/or vocational education, and/or certification programs) involving business administration, public administration, or closely related field do you have?
- Less than 1 year
- More than 1 year but less than 2 years
- More than 2 years but less than 3 years
- More than 3 years but less than 4 years
- More than 4 years but less than 5 years
- More than 5 years but less than 6 years
- 6 or more years
03
How many years of professional level experience do you have in clerical or administrative support, bookkeeping, accounting, and general administrative work?
- Less than 1 year
- More than 1 year but less than 2 years
- More than 2 years but less than 3 years
- 3 or more years
04
If you indicated you have experience noted above, please explain how, where and when you gained this knowledge and experience (must also be reflected in the work experience of your application). If you answered no, please type N/A in the text box below.
05
Please describe how you meet the Desired Qualifications. If you do not, please type N/A in the text box below.
06
Please describe how you meet the required position competencies. If you do not, please type N/A in the text box below.
07
If you are hired for this position, you will be duty stationed at the Olympia office and will need to come into the Olympia office to work 4 days per week. Can you commit to working in the Olympia office Monday through Thursday?
- Yes
- No
08
As a condition of employment, I understand and agree that I must reside in the state of Washington prior to or on the first day of state employment.
- Yes
- No
09
Are you a current or former employee of the state of Washington?
- Yes
- No
10
If you answered yes to the question above, what is the agency you are currently or formerly with? If you answered no, please type N/A.
11
Do you have lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services, foster care, courts, or behavioral health?
- Yes
- No
12
Please select the option below that best indicates where you heard about this job opportunity.
- www.careers.wa.gov
- Aggregate job search website (Indeed.com, Simplyhired.com)
- Department of Commerce website
- Department of Commerce employee
- Social Media (LinkedIn, Facebook, Twitter)
- Required Question
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