Administrative Assistant 4
State of Washington
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Job summary
State of Washington's Washington State Criminal Justice Training Commission (WSCJTC) seeks an Administrative Assistant 4 to support the Accountability Bureau’s Gender Based Violence Division. The role focuses on supervising four AA3s, mentoring staff, coordinating schedules, and ensuring compliance with RCW/WAC and agency policies.
You will collaborate with program managers, manage complex projects, and drive efficiency across administrative workflows while supporting leadership and external
Qualifications
- Minimum of four years of progressively responsible experience in professional office, clerical, or general administrative work.
- Two years of lead worker, supervisory, or managerial experience.
- Strong interpersonal and customer service skills with diverse stakeholders.
- Ability to multi-task, adapt to shifting priorities, and meet deadlines.
- Proficiency with basic computer applications, including the Microsoft Office Suite.
Responsibilities
- Ensure high-quality delivery of division services with strong attention to detail and organizational excellence.
- Gather documents and respond to public records requests ensuring compliance with RCW, WAC, and agency policies.
- Coordinate projects and manage the division’s long-term calendar; monitor progress toward goals and update timelines as needed.
- Serve as point of contact for scheduling and logistics for meetings, classes, projects, and other division assignments.
- Oversee the division’s webpage and online content to ensure accuracy and timely updates.
- Attend meetings, record minutes, and participate in professional group meetings to support division operations.
- Monitor and prepare data for reports, statistical analysis, and financial requests.
- Review and update SOPs for efficiency, accuracy, and alignment with best practices.
- Serve on hiring panels for administrative positions throughout the agency as needed.
- Supervise archiving of files to ensure compliance with agency policies and state law.
- Provide high level administrative support to the Division Manager for complex projects and initiatives.
- Utilize and manage operating programs and systems; maintain elevated permissions to support GBVD staff.
Skills
Tools
Job description
The duty station for this position is in King County, therefore the incumbent will receive 5% premium pay in addition to the salary listed above.
The Washington State Criminal Justice Training Commission (WSCJTC) is seeking an Administrative Assistant 4 to join our Accountability Bureau’s Gender Based Violence Division. This is an excellent opportunity for an experienced administrative professional who enjoys supporting leaders, developing staff, building collaborative working relationships, and contributing to work that serves both the agency and the community. We are looking for someone who brings a strong commitment to customer service, communicates clearly and professionally both verbally and in writing, and builds positive working relationships with a wide range of internal and external partners. The ideal candidate will also be an organized and dependable leader who enjoys mentoring staff, improving administrative processes, balancing competing priorities, and helping a team succeed. If you are an experienced administrative professional who values collaboration, service, and developing others.
WSCJTC offers outstanding healthcare benefits, choice of state retirement programs including a defined benefit pension plan, advancement opportunities, and flexible/compressed work schedules. At the WSCJTC, we value the importance of creating an environment in which all employees feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds, and perspectives while fostering growth and advancement in the workplace.
- Ensure high-quality delivery of division services with strong attention to detail and organizational excellence.
- Gather documents and respond to public records requests ensuring compliance with RCW, WAC, and agency policies.
- Coordinate projects and manage the division’s long-term calendar; monitor progress toward goals and update timelines as needed.
- Serve as point of contact for scheduling and logistics for meetings, classes, projects, and other division assignments.
- Oversee the division’s webpage and online content to ensure accuracy and timely updates.
- Attend, participate in, and record meeting minutes as required.
- Participate in professional group meetings to support division operations and service quality.
- Monitor and prepare data for reports, statistical analysis, and financial requests.
- Review and update SOPs for efficiency, accuracy, and alignment with best practices.
- Serve on hiring panels for administrative positions throughout the agency as needed.
- Supervise archiving paper and electronic files to ensure compliance with agency policies and state law.
- Provide high level administrative support to the Division Manager, executing complex projects, communications and special initiatives.
- Utilize operational programs and systems such as SurveyMonkey, ACADIS, the CJTC website, and Microsoft Office Suite; maintain elevated ACADIS permissions to support GBVD staff. Collaborate on special projects, attend meetings and professional groups, and record minutes as required.
- Provide direct supervision to four AA3s, overseeing daily tasks, priorities, and project execution.
- Collaborate with program managers to fully understand program needs, delegate work appropriately, and ensure staff deliver professional-level administrative support.
- Identify and implement process improvements to enhance workflow efficiency in coordination with program managers and Division leadership.
- Promote staff growth and development through mentorship, training, coaching, and guidance to support program and division goals.
- Conduct performance management in alignment with RCW, WAC, CBA, DES Rules, and agency policy, including evaluations, addressing performance concerns, updating position descriptions, and communicating expectations.
- Review Training Travel Requests to ensure accuracy and that all needed signatures are obtained.
- Submit travel requests, including eligible expenses.
- Arrange accommodations and transportation, prepare and update travel itineraries.
- Purchase supplies for GBVD through DES and other sites in alignment with Office of Financial Management (OFM) guidelines and protocols.
- Reconcile division credit card statements by collecting expense receipts, verifying the purpose of each purchase, identifying the funding source of purchases, and reporting, keeping with OFM rules and agency policies.
- Minimum of four years of progressively responsible experience in professional office, clerical, or general administrative work. Formal education may substitute year-for-year for experience.
- Two years of lead worker, supervisory, or managerial experience.
- Demonstrated positive interpersonal and customer service skills, including the ability to courteously interact with Commissioners, co-workers, external partners, and the public, and to establish and maintain effective working relationships.
- Ability to work effectively in a busy environment with frequent interruptions and distractions.
- Ability to multi-task, adapt to shifting priorities, and meet established deadlines.
- Strong organizational and analytical skills with a high attention to detail.
- Initiative and self-motivation to act independently.
- Ability to make independent decisions using sound judgment and to complete tasks with minimal supervision.
- Professional communication skills, both oral and written.
- Ability to understand and follow oral and written instructions.
- Ability to learn agency operating procedures and to interpret, apply, and explain applicable rules and regulations.
- Ability to maintain confidentiality of sensitive information and records and effectively handle sensitive matters.
- Understanding and support for cultural diversity.
- Ability to model the agency’s mission, vision, and values in communications and interactions with staff and students.
- Ability to perform in accordance with the agency’s code of conduct and other policies.
- Strong work ethic; self-directed and able to work effectively in a team-teaching environment.
- Proficiency with basic computer applications, including the Microsoft Office Suite.
- Effective communication skills.
- Ability to support the agency’s diversity, equity, and inclusion goals.
- Ability to take action to learn and grow.
- Ability to take action to meet the needs of others.
- Four years of progressively responsible administrative experience in public administration, professional office settings, clerical work, or general administrative support.
- Knowledge of, familiarity with, or experience working within WSCJTC protocols, procedures, and chain of command.
- Experience handling confidential and sensitive information in accordance with agency policy, applicable laws, and confidentiality requirements.
Applicants who meet the required qualifications for the position and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible.
WSCJTC is an equal opportunity employer. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed recruiter. WSCJTC does not use the E-Verify system. For more information, please visit https://www.uscis.gov/
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.
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
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. Note: 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 nonovertime 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 nonovertime 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.
Please visit the State HR Website for more detailed information regarding benefits.
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