WCSM Program Administrative Assistant

Washington Department of Natural Resources; Washington; Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Telework eligible

Onsite in Olympia

Training opportunities

Job summary

Washington Technology Solutions (WaTech) is seeking an experienced Administrative Assistant for the WCSM Program, reporting to the Program Director. The role provides confidential, executive-level support, prepares official documents, coordinates meetings, and manages travel for leadership.

The ideal candidate has extensive clerical experience, strong MS Office skills, and a demonstrated ability to handle multiple priorities with discretion. Telework is approved, with onsite days in Olympia, WA.

Qualifications

• Nine years of senior clerical office experience or equivalent.
• Five years of executive-level administrative support.
• Two years handling multiple priorities across managers.
• Experience with MS Office and collaboration tools.
• Maintain confidentiality of sensitive information.

Responsibilities

• Provide confidential executive support to program leadership.
• Prepare, format, proofread, and route documents for signature.
• Coordinate meetings, agendas, notes, and action items.
• Schedule complex meetings and manage travel arrangements.
• Respond to inquiries and maintain confidentiality.

Skills

Executive support

Time management

Travel planning

Document proofreading

Confidentiality

Education

Bachelor's degree in related field

Tools

Microsoft Word

Excel

PowerPoint

SharePoint

Microsoft Teams

Job description

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)’s systems 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.

Duties

• 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.

Qualifications

• 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.

Supplemental Information

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.

Salary

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.

Eligibility and compliance

WaTech complies with the employment eligibility verification requirements of the federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States. WaTech does not use the E-Verify system. We are not eligible to extend STEM Optional Practice Training (OPT) opportunities. For more information, please visit https://www.uscis.gov.

Applicants wishing to claim Veterans Preference should attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. (Please redact any personally identifiable data such as social security number and date of birth prior to submittal.)

Contact us

For inquiries about this position, please contact Rebekah Wilkes at [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.