Description
The Department of Revenue's (DOR) Executive division is currently recruiting for an Administrative Assistant 5 (AA5) in Tumwater, WA.
This is an opportunity to be a part of a four-person team providing high level executive administrative support to Revenue’s Executive Team. You will serve as a principal and confidential assistant to the Senior Assistant Director (SAD) of Operations.
Revenue is a dynamic learning organization where you will experience a remarkable work-life balance, with amazing leadership and talented co-workers ready and focused to achieve the agency's goals. We value diverse perspectives and life experiences. We employ and serve people of all backgrounds including people of color, immigrants, refugees, LGBTQ+, people with disabilities, and veterans. This unique culture of respect promotes a professional family of cohesive groups maximizing potential through opportunity. We offer a generous benefits package that includes defined benefit retirement plans; health, dental and vision coverage, deferred compensation plans, and as a public service employee, you may also be eligible for student loan forgiveness.
Visit these links to watch our recruitment video to find out more about our agency and see what our employees say about why Revenue is a great place to work.
We invite you to review the opportunity details below and forward this message to others you feel may be qualified.
Duties
We are looking for:
An experienced administrative professional who projects a positive attitude, encourages collaboration, fosters an environment of trust and respect; and brings a desire to help others be successful.
You will serve as a principal and confidential assistant to the Senior Assistant Director of Operations and have the authority to advise and act in the absence of the Senior Assistant Director in delegated administrative areas which includes the responsibility to ensure division policies and procedures on administrative issues are effectively communicated to division staff. You will assist with complex and highly confidential issues, projects, and programs and assist the Executive Assistants with complex administrative support for the Director.
Primary responsibilities include:
- Coordinate the efficient and effective operations of the Director's office, working as a team with other executive administrative assistants holding each other accountable for follow through, accuracy, and efficiency.
- Ensure the Senior Assistant Director is fully briefed on emerging issues advising of schedule changes and calendar updates.
- Ensure briefing materials and documents are timely and accurate; schedule emergent meetings as requested.
- Prepare meeting materials including agendas and finalize briefing papers in advance of meetings.
- Manage the Senior Assistant Director’s complex calendar and demanding schedule.
- Provide support for the Operations team by developing team meeting agendas and attending Operations team meetings and capturing action items and follow up tasks; and responding to requests from Operations Assistant Directors and administrative assistants.
- Manage the technology and administrative needs of the SAD by troubleshooting IT issues through coordination with IS staff.
- Manage purchasing needs through processing supply requests, A-19’s and purchasing card documentation in coordination with the other executive administrative assistant team members.
- Manage correspondence for the Senior Assistant Director by composing solid first drafts of documents, proofreading, and editing letters according to the Washington State Executive and General Correspondence Guidelines and the agency’s style guide.
- Support personnel actions within the Director’s office and Operations team by processing personnel actions, editing job announcements, position descriptions, and managing recruitments.
- Coordinate high level meetings working closely with executives and partner agencies.
- Serve as the Executive division Records Coordinator.
- Represent the Executive division on various agency committees.
- Communicate agency level decisions; coordinate implementation; and represent the agency and the Executive Team through professional interactions and collaborative partnerships.
Qualifications
We are looking for candidates who have the following:
One year of experience as an Administrative Assistant 4
OR
Two years of experience as an Administrative Assistant 3
OR
A Bachelor's degree in business administration, public administration or closely related field AND three years of administrative experience.
Note: Additional experience may substitute for education on a year-for-year basis.
This position functions within a fast-paced, complex environment where interpersonal and self-management skills and communication are essential. Throughout our selection process, we will also be evaluating candidates for behavioral attributes and technical skills to succeed in this environment.
Preference will be granted to those that possess the following
- Proficiency in Microsoft applications.
- Capability in Plain Talk / Straight Talk principles and techniques.
- Knowledge of state government organization and administrative procedures.
- An understanding of protocols in working with executives, elected officials, and media.
- Knowledge and understanding of state ethics laws and public records laws.
- Skills to motivate others and foster a professional and productive work environment.
To be considered:
- Please complete/update your online profile.
- Attach a resume detailing your work experience.
- Attach a cover letter explaining your interest and qualifications.
Questions?
Hello, my name is Lance, and I will be assisting with this announcement. As a 20-year Department of Revenue employee, I understand the importance of finding a rewarding career with a work-life balance. At Revenue, we pride ourselves in connecting talented individuals with opportunity and would like to answer any questions you have.
Please contact any part of the Staffing team at [email protected] or give me a call (360) 704-5725.
Supplemental Information
For current Department of Revenue employees and union members of the WPEA, current promotion rules will apply if selected.
Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
If you need help during the application process, please call the Human Resources Office at 360-704-5731. 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.
