Administrative Assistant 5

Some of What You’ll Enjoy Doing Includes:

• Act on behalf of the CHRO in administrative matters, serving as the primary administrative liaison between HR leadership, executive leadership, agency divisions, and external clients.
• Manage complex scheduling for the CHRO and HR leadership, prioritizing calendar requests and coordinating travel arrangements.
• Oversee day-to-day HR division administrative operations, including drafting correspondence and reports, managing confidential information, and adjusting priorities to meet changing needs.
• Organize and support division meetings and events by preparing agendas and materials, managing virtual and technical logistics, and tracking follow-up action items.
• Plan, organize, and coordinate complex HR administrative projects from start to finish, establishing timelines, monitoring deliverables, and overcoming operational barriers.
• Develop, maintain, and track systems to monitor assignments, deadlines, decisions, and follow-up activities across multiple HR functions.
• Gather and review information from varied sources to resolve inconsistencies, liaising independently with staff and divisions to keep projects moving forward.
• Coordinate division-wide HR records management, archiving, and disposition in accordance with retention schedules, collaborating directly with the agency records officer and State Archives to resolve complex compliance issues.
• Review current filing systems to identify compliance gaps, developing and implementing streamlined tracking systems and processes to manage retention requirements and prevent recurring issues.
• Coordinate and track key administrative processes across HR, including public records requests, legislative implementation plans, and associated staff follow-up.
• Serve as the primary administrative point of contact for executive leadership, facilitating seamless scheduling, correspondence, and meeting management between HR and the Director’s office.
• Other duties as needed.

Required Qualifications:
To qualify for this role, a candidate must possess advanced competency with the demonstrated ability to perform the following:

• Manage administrative matters for an executive leader, make decisions within assigned authority, and recognize when direction or approval is needed.
• Anticipate administrative needs, organize work, and adjust priorities to meet changing demands and deadlines.
• Coordinate projects involving multiple people or teams, resolve administrative problems, and follow assignments through to completion.
• Manage leadership calendars, weigh competing requests, and resolve scheduling conflicts based on urgency and organizational needs.
• Prepare and edit reports, correspondence, presentations, and meeting materials so they are accurate, clearly organized, and easy to understand.
• Communicate executive leadership direction clearly, confirm expectations, and coordinate follow-up with employees, leaders, and agency partners.
• Plan meetings and events, coordinate materials and logistics, track decisions, commitments, and next steps.
• Handle sensitive, confidential information with care and share it only with authorized individuals.
• Independently use Microsoft Office or similar tools to manage documents, spreadsheets, presentations, calendars, and tracking systems.
• Apply administrative policies and procedures, identify problems or unnecessary steps and carry out approved improvements.
• Maintain accurate records, track deadlines, and commitments, and raise concerns early with suggested solutions.
• Listen to different perspectives, communicate courteously and collaboratively, and adjust communications or meeting arrangements to meet participants’ needs.
• Plan and manage time effectively, prioritize work and complete assignments timely and accurately, including independently managing competing priorities and anticipating deadlines.

• Take action to learn and grow: Demonstrate a willingness to learn from new experiences, seek feedback, consider different perspectives, and continuously improve knowledge, skills, communication, and approaches to work.
• Take action to meet the needs of others: Seek to understand the needs and experiences of customers, coworkers, and communities. Identify barriers to access and participation and address them before they become obstacles for the people we serve, providing support that is respectful, timely, and effective.

• Ability to interpret WACs, RCWs, policies, and procedures, and apply relevant requirements.
• Demonstrated knowledge of the legislative process and bill analysis and life cycle.
• Experience with bill analysis tracking systems and coordinating the bill analysis process.
• An understanding of the agency’s organizational structure and the ability to navigate organizational relationships and processes to effectively coordinate administrative functions across the agency.
• One (1) year of experience as an Administrative Assistant 4, or two (2) years’ experience as an Administrative Assistant 3, or an equivalent combination of education, training, and experience demonstrating the ability to successfully perform the work.

How to Apply: Interested? We would love to hear from you! Click “Apply” at the top of this page to start your application. You can save the application and come back to it, if needed. Be sure to complete the application fully to include a full work history and responses to the supplemental questions.

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest that shows your personality and voice to describe why you are the successful candidate and how you meet the specific qualifications for this position
• A current resume, detailing experience, and education
• A current list of at least three (3) professional references with current contact information