Administrative Assistant 3: Lacey/Hybrid

State of Washington; Lacey (WA); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Flexible work schedules

Teleworking opportunities

Job summary

The Employment Security Department (ESD) in Washington is seeking an Administrative Assistant to provide critical administrative and secretarial support to Regional Operations Managers and WorkSource Offices. You will handle diverse tasks from fiscal monitoring to data tracking, while maintaining confidentiality and operational efficiency in a hybrid work environment.

This role combines detailed scheduling, payroll & personnel paperwork, procurement, reporting, and customer service, with one

Qualifications

• Four years of education/experience or equivalent.
• Experience with budgeting, cost management and procurement.
• Ability to develop and monitor budgets and standards.
• Strong liaison and reporting skills with management and staff.
• Proficient word processing, data management and file handling.

Responsibilities

• Provide comprehensive support to Regional Operations Managers and WorkSource Offices.
• Coordinate personnel and payroll paperwork and leave tracking.
• Manage timesheets, charge codes and leave balances.
• Support budget development, cost management and expenditure reviews.
• Oversee inventory, supplies, and equipment transfers.
• Assist with procedures and data files for reporting.
• Coordinate agreements and contracts; monitor data-sharing agreements.
• Arrange travel, training, and facilities logistics.
• Serve as a liaison with facilities for tech support.
• Deliver responsive customer service to internal and external partners.

Skills

Budgeting

Cost management

Standards & procedures

Representation & liaison

Report preparation

Personnel coordination

Word processing

Data management

File handling

Editing & formatting

Education

Associate degree in business admin

High school diploma or equivalent

Tools

Microsoft Office Suite

SharePoint

Databases

Job description

The Employment Security Department (ESD) is seeking a collaborative, detail-oriented, and highly organized professional to serve as an Administrative Assistant.

The ideal candidate is an adaptable problem-solver who brings calm, clarity, and professionalism to everyday operations and customer interactions. You are inclusive, equity-minded, and skilled at building positive relationships with diverse internal and external stakeholders—even in high-stress situations. You excel at balancing multiple priorities, navigating administrative systems, and translating complex processes into organized, secure tracking mechanisms to support your team.

This position is expected to work a hybrid schedule, with one day of telework and four days at the WorkSource office in Lacey. Final schedule will be determined by the supervisor.

As an Administrative Assistant, you will provide critical administrative and secretarial support to Regional Operations Managers and WorkSource Offices. Your work directly contributes to healthy communities by ensuring local teams have the operational support, resources, and coordination needed to improve economic security across Washington. Operating in a dynamic environment, you will handle varied administrative tasks spanning fiscal monitoring, personnel logistics, data tracking, and customer service. This role requires strong judgment, excellent communication skills, and a commitment to maintaining confidentiality and operational efficiency.

Additionally, some of your duties include:

• Provide comprehensive support to Regional Operations Managers and WorkSource Offices by routing correspondence and stepping in to assist with special assignments or committee work.
• Coordinate personnel and payroll paperwork, including tracking performance evaluation schedules and managing recruitment, selection, appointment, and promotion documentation.
• Manage office timesheets and leave requests, securely maintaining records while monitoring and reconciling charge codes and leave balances.
• Support budget development and cost management by monitoring expenditures, reviewing financial records, and processing estimates.
• Oversee inventory and supplies by evaluating equipment needs, placing orders, tracking physical stock, and managing the surplus and transfer of equipment.
• Assist with office procedures and data files, compiling and analyzing information to generate detailed reports, projects, and special assignments.
• Coordinate agreements and contracts by assisting in the development, updating, processing, and monitoring of resource and data-sharing agreements.
• Manage travel, training, and facilities logistics, including arranging staff itineraries, tracking documentation, generating activity schedules, and scheduling events.
• Serve as a technical and telecommunications liaison, coordinating equipment and technical support requests directly with facilities teams.
• Deliver responsive customer service to internal and external partners, navigating stressful situations and communicating effectively with individuals from diverse backgrounds.

Required Qualifications:

Option 1:Four (4) years equivalent education/experience.

Option 2:High school diploma or equivalent

ANDThree (3) years of clerical, office or administrative experience.

Option 3:Associate’s degree in business administration, public administration, or a closely related field may substitute for experience.

ANDOne (1) year of experience as an Administrative Assistant 2

ORTwo (2) years as an Administrative Assistant 1.

Required equity competencies:

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.

The required experience includes:

• Budgeting & Cost Management:Ability to evaluate costs, approve purchases, and develop cost estimates.
• Budget Preparation & Monitoring:Ability to prepare budgets, develop estimates, and monitor expenditures
• Standards & Procedures Development:Ability to create and enforce standards and procedures.
• Representation & Liaison:Ability to act as the primary contact and represent management.
• Report & Proposal Preparation:Ability to prepare detailed reports and proposals.
• Personnel Coordination:Ability to manage recruitment, selection, and promotion processes.
• Word Processing - Formats and automates text; Data Management - Organizes and integrates content; File Handling - Manages uploads/downloads securely; Editing &
• Formatting - Structures documents professionally; Problem-Solving - Troubleshoots issues and adapts content.

Preferred/Desired Qualifications:

• Ability to communicate effectively with management, peers and other stakeholders both verbally and in writing.
• Proficiency in Microsoft Office (Word, Excel, Outlook, SharePoint) and experience working with databases and information systems.
• Skilled in customer service, including handling inquiries, resolving concerns, and navigating complex situations.

Special Requirements/Conditions of Employment:

• Must be able to pass Unemployment Insurance (UI) & Paid Family and Medical Leave (PFML) claim and fraud check.

Why work with us?

Our agency's mission and values drive every decision that we make, determine how we interact with others and are at the core of who we are. We value Access, Love, Belonging, Equity, and Stewardship. We understand that a work environment that respects your work/life balance is key; that's why many of our positions are eligible for flexible work schedules and teleworking opportunities. Through support, value, and trust, our employees are empowered to grow and develop into their best self.

Opportunity for All

We strive to create a working environment that includes and respects cultural, ethnic, racial, religious, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, people with disabilities, people over 40 years of age, people with religious beliefs, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

The Employment Security Department is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. If you are a person needing assistance in the application process, if you need this job announcement in an alternate format, or if you have general questions about this opportunity, please contact Katie Swanson (360-742-8208), the Talent Acquisition Team, or Washington Relay Service 711 prior to the recruitment closing. If you are having technical difficulties creating, accessing, or completing your application, please contact [e-mail] or [phone] or toll free [phone], Washington Relay 711.

**This Organization Participates in E-Verify**