Job details
Job type full-time
Full job description
Job
Per governor inslee’s proclamation 21-14 (download pdf reader) (download pdf reader), state employees must be fully vaccinated no later than october 18, 2021Your vaccine status will be verified at new employee orientationPlease reach out to the hr office at jimmie.wimberly@commerce.wa.gov if you need information on medical or religious accommodationAt the department of commerce (commerce), we are creative, collaborative, and trustedWe identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our workSpecial note: currently, commerce is closed to the public as a result of the pandemicWhile the building is closed, most commerce staff work remotely except for mission essential employeesFor any staff working at town square, commerce requires strict adherence to social distancing protocols and anyone entering the town square is required to wear a maskIt is anticipated that interviews for this position will be held using virtual videoconferencingThe department of commerce is looking for an administrative assistant to support the assistant director of the energy divisionOur team helps make washington’s clean, affordable and just energy future a realityWe`re looking for someone who can coordinate, communicate, and cooperate with almost 40 people in a busy government officeProblem-solving, prioritizing and asking thoughtful questions are skills you`ll use every day as you support our teamChange is constant around here so you should be comfortable with shifting goals and timelinesWe’ll need your expertise to help build systems that help us succeedYou`ll do a lot of proofreading and data-checking so attention to detail is a mustWe`re going to rely heavily on your ability to juggle staff meeting schedules and travel arrangementsIt sounds simple, but it requires creativity to get the work doneIf you good at finding elegant solutions to inelegant problems, you might be the person we`re looking for.
Example of duties
Division operationstracks and coordinates for the division high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met.provide guidance to the management team when responding to agency assignments.track and oversee division response to all deadlines, including success factors, mandatory trainings, etc.serves on the agency policy committee and serves as division expert on agency policies, procedures, and practices.division contact for questions, clarification, and for guidance on preparing quality work that follows agency policy.identify opportunities for continuous improvement for processes and procedures.coordinates major policy matters and agency programs within the division.manages and coordinates work flows and ensures completion of multiple, simultaneous energy hr actions, major projects/studies, agency assignments, etc.fiscalexercises delegated budget authority for purchases and contracts in accordance with state and agency laws and rulesLead special projects conducts research by compiling and reviewing internal and external information such as best practices, trends and historical data to support our operations, including but not limited to: service delivery, policy, procedures and implementing our strategic plan.coordinates special projects by identifying needs, making plans, designing and developing specialized activitiesMaintains relationships with project stakeholders.works in collaboration with programs to execute projects effectivelyDetermines implementation timeline and provide training to support long term success and manages project resources.identifies problems that may occur between the programs and/or stakeholders, both internal and external.provides sole administrative support to energy`s assistant director (ad) provides high-level, complex support to the ad including gatekeeping, reviewing, and approving all documents and hr material for signature, managing the ad`s schedule, coordinating meetings and events, purchasing, travel arrangements/reimbursements, meeting preparation and meeting minutes/summary notes.acts as a division representative on behalf of the assistant director in their absence or unavailability.exercises independent judgment implementing and enforcing division policy and procedureServes as the liaison officer with the director`s office or governor`s office concerning public complaints or problems.develops written and oral responses and highlights particular items for ad or energy management team`s attention and maintains follow-up.ensures ad is aware of internal and external deadlines and assists in prioritization of work activities.tracks division workflow and project status and provide status updates to the assistant director.serves as liaison between ad and energy management team and other agency staff, transmitting assignments, reviewing for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.leads and coordinates support for the energy officerepresent ad at meetings; speaks for the ad on agency matters.responds to inquiries regarding the operation of the department and division.coordinates major policy matters and agency programs within the division.leads and facilitates meetings with the division`s lead support personnel.acts as liaison between energy management team and the lead support personnel to create cohesiveness, collaboration, and clear communication.leads the division`s support team to develop and implement administrative and division standards, processes and procedures.
Minimum qualifications
Required qualifications: high school graduation or ged and four years of progressively responsible experience in one or more of the following: office/clerical, secretarial, bookkeeping, accounting, or general administrative workcollaborating with others in a complex environment to complete projects and tasksexperience leading a diverse team to accomplish shared goals through the delegated authority of others or a formal role without formal positional authority.proficient and skilled in microsoft outlook, word, excel, adobe acrobat and agency-designated software or its equivalent.demonstrated history of project management experience, including managing multiple projects simultaneously.solve problems independently, analyze and make effective decisions.exercise discretion and judgment in solving, implementing and applying solutions.experience managing multiple and competing priorities.experience applying program, policy, financial or budget rules to personnel and program operational requirements.experience effectively communicating both orally and in writingMust be skilled in proof-reading and editing.ability to present recommendations and ideas verbally and in writing.experience with working with staff to complete administrative tasks.excellent customer service skills and ability to work cooperatively in a fast-paced team environment.experience taking meeting minutes/notes.experience proofreading and finalizing documents, including editing for clarity and content, and identifying and correcting errors in grammar.required competencies: self-managementskillful at managing complexity.exhibits integrity, honesty and efficient and effective use of work time and resourcesFollows-through on assignments and projects.accepts personal responsibility for the quality and timeliness of his/her work.keeps commitments made and initiates adjustments when they cannot be keptParticipates in opportunities to enhance knowledge and skills that relate to job assignments or responsibilitiesCommunicationresponsive and timely to emails, phone messages and mail.asks for assistance when needed.excellent written communication skills with experience writing executive letters and professional correspondence for public disseminationWork processes and resultsunderstands the relationship of their position to the organizational mission.is familiar with the program budget as it relates to their responsibilities.project managementemotional intelligencedesired qualifications: bachelor degreeexperience and/or knowledge of the energy or sustainability industry.knowledge of energy terminology and common practices.
Supplemental information
I want to work for commerce! how do i apply? in addition to completing the online application and answering the supplemental questions, applicants must attach the following documents to their profile in order to be considered for this position: a letter of interest with a detailed description of your experience as it pertains to the qualifications listed;a current resume;a list of at least three professional referencesThe initial screening will be solely based on the contents and completeness of your application and the materials submittedAll information may be verified and documentation may be required.for questions about this recruitment, please contact lindsey henderson at 360-725-2652 or lindsey.henderson@commerce.wa.govThis position is covered by a collective bargaining agreement.who we are: at commerce, we`re a little differentBut for you, it might just be the perfect fitWe`re a state agency but operate like a business with the understanding we need to know our customer`s needs to fulfill themOur olympia offices are open monday through friday (flexible schedules are available)Our parking is free and some of our employees bike year roundWashington state offers commuting programs, including free, subsidized and reduced public transportation incentivesThere are approximately 340 employees in our agencyWe are committed to our work and value balance in our personal livesWe hire people for a position and encourage them to train for growth opportunities.if this sounds like a good fit for you and you meet the qualifications, we encourage you to apply today!what we do: we are the lead state agency charged with strengthening communitiesWe administer a diverse portfolio of programs and services, and we support several state boards and commissionsOur key customers include businesses, local governments and community-based organizationsWe also play the crucial role of convening numerous local, state, regional and federal partners and stakeholders, public and privateTogether we work to support the governor`s priorities and achieve shared goals and objectives for the citizens of washington.where we work: commerce`s main office is located in olympia; however, we also have locations in downtown seattle and spokaneWork from anywhere this position may be located anywhere within washington state though occasional travel to the olympia office or in-state travel to attend events or meetings may be requiredIf selected, you will need to travel to pick up equipment and receive instruction while observing social distancingDue to the covid-19 pandemic, telework (mobile-work) is expectedWhen approved to return, the incumbent will work with their supervisor to identify an appropriate work schedule and balance, including telework and reporting to the olympia, washington duty station for work activities, if neededOlympia as the state`s capitol, olympia is located off interstate 5 at the south end of the puget sound roughly half-way between seattle and portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlandsWith year-round art festivals, parades, theater shows, concerts, and community events, olympia and its surrounding cities have something for everyoneFor parents, it boasts some of the best schools in the nation and the renowned handson children`s museumHome to two universities (the evergreen state college and saint martin`s university), olympia residents also have the opportunity to pursue a degree while working! spokanespokane is located in the heart of the inland northwest and is the second most populous city in washingtonThe spokane river runs through the city and beautiful riverfront park in downtown spokaneAn array of enjoyable outdoor activities are right out our back door; including ski resorts, white-water rafting, camping areas, hiking trails, lakes, and the centennial trailAmazed by the arts? show some love to your artistic side with a trip to the spokane regionBroadway performances, intriguing art galleries, world-class museums and powerful stage performances are waiting to be discoveredSeattlebeing surrounded by greenery year round has earned the seattle the nickname of the emerald citySeattle is an exciting urban city surrounded by unmatched natural beauty with a wide variety of outdoor attractions within the city such as discovery park and olympic sculpture parkFeel like getting away from the city? seattle is centrally located surrounded by the puget sound and miles of hiking trails within driving distanceSeattle is home to a variety of attractions to include the seattle art museum, pike place market, and historic pioneer squareArt and culture more your style? seattle is home to more than 100 theater companies, the seattle symphony, as well as museums and galleriesSports enthusiast? seattle is home to professional football, soccer and baseball teams as well as a variety of collegiate sports to choose fromAdditional information: the washington state department of commerce complies with the employment eligibility verification requirements of the federal form i-9The selected candidate must be able to provide proof of identity and eligibility to work in the united states consistent with the requirements of that form on the first day of employmentThe washington state department of commerce is an equal opportunity employerWe strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversityWomen, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to applyPersons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may call human resources at (360) 725-2650Applicants who are deaf or hard of hearing may call through the washington relay service by dialing 7-1-1 or 1-800-833-6388.
