WCSM Program Administrative Assistant

State of Washington; Olympia (WA); Hybrid; USD 60,000 - 78,000; Full time

Job summary

WaTech is seeking a WCSM Program Administrative Assistant to provide confidential, executive-level support to the WCSM Program Director and leadership. This role handles calendar management, travel coordination, correspondence, and meeting preparation.

The position supports the Workers’ Compensation Systems Modernization program, with telework approved and onsite presence in Olympia, WA ten days per month; strong discretion, proofreading, and communication with internal and external partners are

Qualifications

• Nine years of responsible office experience at the senior clerical level or higher.
• Five years of progressively responsible experience providing executive-level or management-level administrative support.
• Two years' experience with handling multiple priorities and working with multiple managers.
• Experience composing, editing and proofreading professional communications using Microsoft products.
• Ability to maintain confidentiality.

Responsibilities

• Review travel and purchasing requests for accuracy and policy compliance.
• Prepare, format, proofread, and sign correspondence and official documents.
• Coordinate meetings, prepare agendas, take notes, and track priorities and action items.
• Manage calendars and scheduling, including complex arrangements for leadership.
• Coordinate travel for leadership, including approvals, registrations, and reimbursements.
• Draft and distribute communications on behalf of the Program Director.

Skills

Executive support

Office management

Time management

Communication

Attention to detail

Education

Bachelor’s degree in business administration, public administration, or closely related field

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Microsoft Teams

Job description

WCSM Program Administrative Assistant

(Administrative Assistant 5)

WaTech: Leading the way in technology!

Washington Technology Solutions (WaTech) is at the forefront nationally in integrating innovative technologies that revolutionize how state services are delivered to the people of Washington. WaTech establishes the strategic technological framework for various state domains and programs, overseeing the primary technology services throughout the state.

About the opportunity:

The Workers’ Compensation Systems Modernization (WCSM) Program is a portfolio of projects with the combined task of modernizing Labor & Industries (L&I)ssystems and processes. L&I is moving from a mainframe-centric model to a cloud-first model, creating the ability to introduce new capabilities and enhance existing capabilities more easily in the future. The WCSM Program leadership is located within the WaTech Director’s Office, and the day-to-day Program team will be located in WaTech. The majority of project subject matter experts are located within the Department of Labor & Industries. This position reports directly to the WCSM Program Director.

The WCSM Program Administrative Assistant provides confidential, executive level support to the WCSM Program Leadership which includes the Program Director, the Program Director’s direct reports & members of the Governance Committees.

Some of what to expect with this role:

• Analyze situations and use independent judgment to determine whether it may require Program Director’s attention. The administrative assistant reviews all travel and purchasing requests prior to the Program Director’s review for accuracy and ensures internal and Office of Financial Management (OFM) policies are being followed. The administrative assistant has delegated authority to deny requests if the policies are not followed and request revisions.
• Prepares correspondence for executive managers, and exercises signature authority on administrative correspondence. Reviews, proofreads and tracks all documents requiring signature.
• Prepares, formats, and proofreads correspondence, official documents, reports, and publications as requested on behalf of the Program Director & Program Deputy Director.
• Responsible for proofing, final formatting, and full delegated authority to send on behalf of the Program Director invitations to events and training. Draft and distribute communications on behalf of the Program Director. Respond to requests for speaking engagements and serve as the point of contact for Program Director. Attends meetings with or for the Program Director and provides timely summary updates/follow up and action items.
• Finalizes reports, or official documents for mailing, printing, or web page presentation. Full delegated authority on behalf of the Program Director and Program Director’s direct reports to review final reports and/or documents for accuracy.
• Responsible for coordination of division and executive staff meetings, prepare agendas, take notes, prepare materials, monitor, track and report on priorities, action items, due dates, deadlines.
• Maintains a high level of confidentiality while working with complex or sensitive issues.
• Responsible for all aspects of scheduling meetings and coordinating appointments.
• Accurately schedules complex meetings involving numerous internal and external parties for WCSM Program Leadership team.
• Responsible for calendar management to ensure appointments are current and accurate, consult and use independent judgement when scheduling conflicts arise.
• Coordinates travel for the WCSM Leadership Team; including gaining authorization for travel, research, gathering information and coordinating training/conference registrations including in-state, out-of-state travel, expense estimates, and expense reimbursements.
• Creates travel requests on behalf of leadership and staff and submit them for approval to approving authorities ensuring agency and state travel guidelines are followed.

Here’s what we’re looking for:

• Nine years of responsible office experience at the senior clerical level or higher. A bachelor’s degree in business administration, public administration, or closely related field may substitute for four years of experience.
• Five years of progressively responsible experience providing executive-level or management-level administrative support.
• Two years' experience with handling multiple priorities and working with multiple managers. This includes the ability to constantly and consistently prioritize competing responsibilities.
• Experience composing, editing and proofreading professional communication materials using Microsoft products such as: Word, Excel, PowerPoint, Outlook, SharePoint, and Microsoft Teams.
• Experience maintaining and keeping confidential information secure.
• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others

Preference may be granted to applicants with the following:

• Experience in TEMS online travel reimbursement system and online travel booking site.
• Experience providing administrative support to executives in government and experience with public records retention and disclosure laws.
• Coordinating multiple competing priorities with multiple managers. Consistently and accurately re-scheduling competing schedules and deadlines.
• Successfully working independently, understanding the organization, divisions and standard processes and procedures.

Telework:

This position is approved for telework. However, the incumbent must be onsite in our Olympia, WA office ten days per month, or as requested by the supervisor and must be within driving distance to Olympia, WA.

We value diversity and different perspectives:

WaTech is committed to providing equal access and opportunities to all qualified applicants and employees. We seek to attract and retain a diverse staff and welcome your experiences, perspectives and unique identity. We invite you to include your preferred name and pronouns in your material to ensure we address you correctly throughout the application process.

What WaTech offers:

As an employee of WaTech, you’ll have access to an outstanding employee benefits package that includes medical and dental plan options for you and your family, paid leave and holidays, retirement plan options and more.

While WaTech is headquartered in Olympia, Washington, which is near some of the country’s most scenic national parks, we are able to offer many of our positions telework and flexible schedule options to help support a healthy work-life balance.

To learn more about WaTech and what our employees enjoy about working here, please visit our website.

Additional information about this role:

• This position requires a background check. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability to perform in the position and is a continued condition of employment.

By submitting your materials, you affirm that all information is true and correct. Any untruthful information is cause for removal from the applicant pool. If hired as a result of this recruitment, the discovery of incorrect or falsified information may lead to disciplinary action or dismissal.

Recruitment process:

The first round of application assessments will be conducted seven days after the initial job posting date. The hiring authority reserves the right to offer the position at any time after the initial seven-day job posting date. It is to the applicant's advantage to apply as early as possible.

The salary range reflected above reflects the full potential for this position. The base pay offered to the selected candidate will consider the candidate’s specific qualifying experience and internal equity of the existing team.

Contact us:

For inquiries about this position, please contactRebekah Wilkesat[phone]or email to [e-mail]

If you’d like to request an accommodation for any part of the selection process, or to receive the application material in an alternate format, please contact Human Resources at [phone] or [e-mail]. Persons of disability or those who are deaf or hard of hearing can call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.