Administrative Assistant 5

State of Washington; Olympia (WA); Hybrid; USD 65,000 - 95,000; Full time

Job summary

Washington State Board of Accountancy (ACB) is seeking an experienced executive support professional to coordinate high-level support functions for the Executive Director and Deputy Director. You will handle confidential correspondence, manage calendars, prepare reports, and liaise with Governor’s Office and statewide partners.

Hybrid role requiring in-office presence two days per week, with more frequent onboarding sessions.

Qualifications

• Ability to communicate effectively, both in writing and verbally, and work effectively with others at all levels.
• Outstanding command of written language with attention to formatting and editing
• Advanced competency in MS Office, PowerPoint, Excel and Outlook.
• Anticipation of Executive Director/Deputy Director needs rather than reacting to them
• Exceptional organizational and time management skills
• Strong follow-through to keep complex initiatives moving with limited oversight
• Ability to draft and review polished correspondence, board communications, briefing documents, minutes
• Ability to meet deadlines and work schedules consistently

Responsibilities

• Act as the principal assistant to the ACB Executive Director and Deputy Director.
• Prepare/ review complex/confidential correspondence for signature; delegated signature on routine items.
• Represent Executive Team at meetings and communicate agency matters.
• Maintain calendars and coordinate schedules.
• Coordinate Executive Director/Deputy Director meetings and appointments.
• Prepare complex reports and research materials for Executives.
• Track deadlines for agency deliverables and requirements.
• Inform Executives of significant items requiring review/action.
• Manage internal controls and risk assessments.
• Process payment vouchers and treasury functions.
• Coordinate office space, communications, security, and equipment.
• Collaborate with related agencies on policy/facilities issues.
• Review/update ACB contracts and inter-agency agreements.
• Respond to inquiries from Governor’s Office, other agencies, or public.
• Coordinate executive orders and bill analysis/fiscal notes.

Skills

Effective written and verbal comms

Strong writing and editing

Advanced MS Office suite

Proactive executive support

Organizational/time management

Deadline-oriented

Policy/board communications

Independent judgment

Education

Bachelor’s degree in business/public admin or related

4 years combined education/experience

Tools

MS Office

PowerPoint

Excel

Outlook

Job description

*The hiring manager reserves the right to make a hiring decision at any time. It will be in your best interest to apply as soon as possible*

*The hiring manager reserves the right to make a hiring decision at any time. It will be in your best interest to apply as soon as possible*

Schedule

Monday-Friday 8AM-5PM, Expectation is employee completes work within assigned work week but may occasionally need to adjust work schedule and/or work a longer day or on the weekend to complete assigned responsibilities.

This hybrid position requires 2 days of the week (days to be determined) for in office schedule. Will be required to be in the office more frequently during on-boarding and training(s).

Who We Are

The Washington State Board of Accountancy (ACB) is a consumer protection agency that initially qualifies and continues to monitor the professional performance and ethical behavior of Certified Public Accountants (CPAs), CPA-Inactive certificate-holders, CPA firms, and non-licensee CPA firm owners, serving individual and enterprise consumers in Washington State.

Unlike most state agencies, the Board of Accountancy (ACB) is not funded by public tax dollars. CPAs, CPA-Inactive certificate-holders, CPA firms, non-licensee CPA firm owners and CPA examination applicants pay administrative fees which cover all of the agency's operating expenses.

What You Will Be Doing

You will play a critical role in maintaining efficient agency operations by coordinating executive support functions, tracking agency deliverables, supporting policy and contract activities, facilitating communication with statewide partners, and ensuring timely responses to the Governor’s Office, external agency requests and legislative inquiries. In addition, you will also be supporting agency-wide operational needs, including travel coordination, facilities and equipment management, fiscal and treasury requirements, customer service initiatives, enforcement support activities, and representation of the Executive Team in meetings and operational discussions.

Duties

• Acts as the principal assistant to the ACB Executive Director and Deputy Director
• Prepares and/or reviews complex/confidential correspondence for the ACB Executive Director’s and Deputy Director’s signature; has delegated signature authority on routine correspondence.
• Represents Executive Team at meetings: speaks for management on agency matters applicable to operations of ACB.
• Maintains calendars, schedules meetings, and maintains correspondence files.
• Coordinates ACB Executive Director’s and Deputy Director’s schedules, prioritizing meetings and appointments.
• Independently prepares complex reports and research materials for review by ACB Executives.
• Tracks and coordination to ensure that ACB Executive Director and Deputy Director meet all assigned deadlines of agency deliverables or requirements.
• Keeps ACB Executive Director and Deputy Director informed of significant items requiring review and/or action.
• Manages Internal Controls and Risk Assessments for the Agency.
• Prepares and processes payment vouchers.
• Responsible for ACB treasury functions.
• Acts as agency timekeeper and coordinator.
• Coordinates office space, telecommunications, security access and equipment needs for ACB.
• Coordinates with related agencies regarding impacts to ACB (ex: personnel policy changes, HR changes, facilities discussions and other statewide initiatives)
• Responsible for reviewing and updating all ACB contracts and inter-agency agreements.
• Serves as ACB coordinator in replying to inquiries from Governor’s Office, other agencies, or the public.
• Manages and coordinates all Executive Orders with the Agency.
• Serves as ACB coordinator for Bill Analysis and Fiscal Notes.

Qualifications

Required Skills and Competencies

• Ability to communicate effectively, both in writing and verbally, and work effectively with others at all levels.
• An outstanding command of the written language, and excellent writing skills, with attention to detail in formatting and editing reports, correspondence and other documents.
• Advanced competency in operating the most current versions of MS Office, PowerPoint, Excel and Outlook.
• Anticipation the Executive Director and Deputy Director needs rather than reacting to them
• Exceptional organizational and time management skills
• Strong follow-through and ability to keep complex initiatives moving with limited oversight
• Ability to draft & review polished correspondence, board communications, briefing documents, minutes and other public communications
• Ability to consistently meet identified deadlines and work schedules.
• Ability to plan and manage time effectively, prioritize work and complete assignments timely and accurately.
• Success in political awareness includes the ability to understand agency administrative policies, procedures and regulatory requirements while meeting the objectives of state policy.
• Demonstrated ability to handle confidential correspondence and documents with discretion
• Demonstrated ability to establish and maintain effective working relationships
• Demonstrated ability to be flexible and work in a rapidly changing environment
• Demonstrated ability to perform complex administrative support duties
• Demonstrated ability to use independent judgment to accomplish assignments and solve problems

These Skills Are Generally Associated With

One year of experience as an Administrative Assistant 4, or two (2) years of experience as an Administrative Assistant 3

OR

A Bachelor’s degree in business administration, public administration or closely allied field;

OR

Combination of education and relevant experience totaling four (4) years.

Diversity Equity and Inclusion (DEI) Competencies

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

Preferred/Desired Qualifications

• Bachelor’s degree in business administration, public administration or closely related field.
• Knowledge of Washington State Government processes and familiar with interpreting regulatory and legislative correspondence and documents.

Washington Fair Chance Act

We are committed to providing equitable access to employment opportunities. If a criminal background check is required for employment at an agency, it will occur only after a conditional offer of employment has been made and accepted. Applicants are not required to disclose criminal history during the hiring process prior to a conditional offer. Criminal history will not automatically exclude an applicant from consideration and will be reviewed on an individual basis consistent with applicable law and the requirements of the position. Learn more about the Washington Fair Chance Act: Washington Fair Chance act guide

Opportunity For All

The Washington State Arts Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws. You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information

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. For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at [phone] or email [e-mail].

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they’re 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.

Read About Our Benefits

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.

Insurance Benefits

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.

Retirement And Deferred Compensation

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.

Social Security

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.

Public Service Loan Forgiveness

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.

Holidays

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 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Sick 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.

Vacation (Annual Leave)

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.