Administrative Assistant 4: Unemployment Insurance
State of WashingtonDescription
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** This opportunity is available only to current Internal Employment Security Department employees. This non-permanent position is eligible for full-time telework; it is mainly virtual, though there may be an occasional in-office meeting depending on business needs. This position will last approximately 3-4 months**
Administrative assistants are the backbone of our agency; in this role we rely on you to be a positive influence on our team, ensuring everything runs smoothly. The ideal candidate is a confident, highly organized professional who excels at executive-level administrative support and can represent the Deputy Director with professionalism and sound judgment.
Duties
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This candidate brings strong skills in office operations and can independently manage daily workflows, resources, and administrative processes for the Insurance Services Division. They are comfortable serving as the initial point of contact for the Deputy Director, interacting regularly with constituents, division leadership, stakeholders, and agency partners. They demonstrate discretion, reliability, and the ability to handle sensitive information while exercising delegated signature authority on behalf of division leadership.
The ideal candidate is adaptable, proactive, and skilled in HR administrative processes, purchasing, inventory, and facility coordination. They understand how administrative work supports broader strategic objectives and are ready to step in as back-up to the Division’s Administrative Assistant 5, including providing confidential support to the ISD Director when needed. Above all, they bring a collaborative spirit and a commitment to supporting effective services for ISD’s internal and external customers.
Duties:
Manage administrative operations and provide coordinated support. Tasks include:
- Manage communication which includes receiving, screening, and responding on the Manager’s behalf to incoming calls and emails. Manage information flow and follow-up with directors, managers and staff.
- Responsible for daily administrative operations for management and teams in the unit; answer questions from internal and external customers regarding agency and division operations; functions and policies.
- Exercise delegated decision-making authority in administrative matters such as scheduling priorities, spending plans, and operational procedures.
Provide human resource administrative support. Tasks include:
- Consult with Managers on human resources actions; serve as the unit primary point of contact with HR; ensure personnel actions and HR processes are performed in compliance with policies and procedures.
- Maintain confidentiality for HR related items.
- Prepare, process and track all evaluations, personnel and position actions; inform management about deadlines and policies related to personnel and position actions processes and procedures; correctly complete HR paperwork (i.e. recruitments on-boarding and off -boarding evaluations, position descriptions, personnel actions. evaluations, etc.} in a timely manner.
Provide Administrative Support for Manager. Tasks include:
- Assist in the development of spending plans. Create and monitor ongoing spending working directly with ESD budget and fiscal staff.
- Provides administrate support for the manager including formats transcription, records minutes, composes, edits and type letters
- Attend meetings on behalf of the Manager, which may include operations and division wide leadership meetings and meetings related to cross-functional project or portfolio initiatives.
To request a detailed position description, click here.
Qualifications
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Qualifying candidates will meet one of the following criteria options:
Option 1:
- Five (5) years equivalent education/experience.
Option 2:
- One (1) year as an Administrative Assistant 3 OR
- Two (2) years as an Administrative Assistant 2.
Option 3:
- High school diploma or equivalent AND
- Four (4) years progressively responsible clerical, office or administrative experience.
Option 4:
- Bachelor’s degree in business administration, public administration or a closely related field substitutes for related experience.
To be considered for this opportunity, the following competencies are required:
- Professional judgment and discretion: Effective oral and written communication; situational awareness; strong interpersonal and relationship-building skills; sound decision-making and problem-solving; and solid organizational knowledge.
- Budget Development & Financial Management: Ability to develop, monitor, and control budgets from multiple sources
- Correspondence Preparation: Ability to prepare and authorize administrative correspondence.
- Representation & Communication: Ability to represent the supervisor and communicate policy matters.
- Policy Interpretation & Application: Ability to interpret and apply administrative policies.
- Policy Coordination & Development: Ability to coordinate and develop policies and administrative methods.
- Project Coordination: Ability to direct and coordinate special projects.
Required equity competencies:
- The ability to take action to learn and grow
- The ability to take action to meet the needs of others
Special Requirements/Conditions of Employment:
- Must be able to pass an Unemployment Insurance (UI) and Paid Family Medical and Leave (PFML) claim and fraud check.
Additional Requirement of Employment:
- Must be able to pass Unemployment Insurance (UI) & Paid Family and Medical Leave (PFML) claim and fraud check.
Please submit only the required documents as noted below and ensure all Personal Identifying Information (PII) such as Social Security numbers etc. are edited out of your materials for privacy.
Additionally, we ask that you not include photographs or external links within your documents. Any documents uploaded through this platform will be securely transmitted electronically to support application review.Please submit your Cover Letter and Resume with your Online Application through the "Add Attachments" field. A resume will not substitute for the "work experience" section of the application or vice versa. Applications with blank fields, or supplemental question responses with comments such as "see attachments" may be considered incomplete.
Supplemental Information
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Why work with us?
Our agency's mission and values drive every decision that we make, determine how we interact with others and are at the core of who we are. We value Access, Love, Belonging, Equity, and Stewardship. We understand that a work environment that respects your work/life balance is key; that's why many of our positions are eligible for flexible work schedules and teleworking opportunities. Through support, value, and trust, our employees are empowered to grow and develop into their best self.
Opportunity for All
We strive to create a working environment that includes and respects cultural, ethnic, racial, religious, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, people with disabilities, people over 40 years of age, people with religious beliefs, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.
The Employment Security Department is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities.If you are a person needing assistance in the application process, if you need this job announcement in an alternate format, or if you have general questions about this opportunity, please contact Lydia White or at 360-819-6996 or the Talent Acquisition Team, prior to the position closing. If you are having technical difficulties creating, accessing, or completing your application, please contact careershelp@des.wa.gov or (360) 664-1960 or toll free (877) 664-1960, Washington Relay 711.
This recruitment may be used to fill additional agency-wide positions in accordance with Article 4 of the WFSE Collective Bargaining Agreement.