Administrative Assistant 5

Schedule: Monday-Friday 8AM-5PM, Expectation is employee completes work within assigned work week but may occasionally need to adjust work schedule and/or work a longer day or on the weekend to complete assigned responsibilities. 

This hybrid position requires 2 days of the week (days to be determined) for in office schedule. Will be required to be in the office more frequently during on-boarding and training(s).

Who we are:

The Washington State Board of Accountancy (ACB) is a consumer protection agency that initially qualifies and continues to monitor the professional performance and ethical behavior of Certified Public Accountants (CPAs), CPA-Inactive certificate-holders, CPA firms, and non-licensee CPA firm owners, serving individual and enterprise consumers in Washington State.

Unlike most state agencies, the Board of Accountancy (ACB) is not funded by public tax dollars. CPAs, CPA-Inactive certificate-holders, CPA firms, non-licensee CPA firm owners and CPA examination applicants pay administrative fees which cover all of the agency's operating expenses.

What you will be doing:
You will play a critical role in maintaining efficient agency operations by coordinating executive support functions, tracking agency deliverables, supporting policy and contract activities, facilitating communication with statewide partners, and ensuring timely responses to the Governor’s Office, external agency requests and legislative inquiries. In addition, you will also be supporting agency-wide operational needs, including travel coordination, facilities and equipment management, fiscal and treasury requirements, customer service initiatives, enforcement support activities, and representation of the Executive Team in meetings and operational discussions.

Some of what you’ll enjoy doing includes:

• Acts as the principal assistant to the ACB Executive Director and Deputy Director
• Prepares and/or reviews complex/confidential correspondence for the ACB Executive Director’s and Deputy Director’s signature; has delegated signature authority on routine correspondence.
• Represents Executive Team at meetings: speaks for management on agency matters applicable to operations of ACB.
• Maintains calendars, schedules meetings, and maintains correspondence files.
• Coordinates ACB Executive Director’s and Deputy Director’s schedules, prioritizing meetings and appointments.
• Independently prepares complex reports and research materials for review by ACB Executives. 
• Tracks and coordination to ensure that ACB Executive Director and Deputy Director meet all assigned deadlines of agency deliverables or requirements.
• Keeps ACB Executive Director and Deputy Director informed of significant items requiring review and/or action.
• Manages Internal Controls and Risk Assessments for the Agency.
• Prepares and processes payment vouchers.
• Responsible for ACB treasury functions.
• Acts as agency timekeeper and coordinator.
• Coordinates office space, telecommunications, security access and equipment needs for ACB.
• Coordinates with related agencies regarding impacts to ACB (ex: personnel policy changes, HR changes, facilities discussions and other statewide initiatives)
• Responsible for reviewing and updating all ACB contracts and inter-agency agreements.
• Serves as ACB coordinator in replying to inquiries from Governor’s Office, other agencies, or the public.
• Manages and coordinates all Executive Orders with the Agency.

Required Skills and Competencies:

• Ability to communicate effectively, both in writing and verbally, and work effectively with others at all levels. 
• An outstanding command of the written language, and excellent writing skills, with attention to detail in formatting and editing reports, correspondence and other documents. 
• Advanced competency in operating the most current versions of MS Office, PowerPoint, Excel and Outlook.
• Anticipation the Executive Director and Deputy Director needs rather than reacting to them
• Exceptional organizational and time management skills
• Strong follow-through and ability to keep complex initiatives moving with limited oversight
• Ability to draft & review polished correspondence, board communications, briefing documents, minutes and other public communications
• Ability to consistently meet identified deadlines and work schedules. 
• Ability to plan and manage time effectively, prioritize work and complete assignments timely and accurately. 
• Success in political awareness includes the ability to understand agency administrative policies, procedures and regulatory requirements while meeting the objectives of state policy. 
• Demonstrated ability to handle confidential correspondence and documents with discretion
• Demonstrated ability to establish and maintain effective working relationships
• Demonstrated ability to be flexible and work in a rapidly changing environment
• Demonstrated ability to perform complex administrative support duties
• Demonstrated ability to use independent judgment to accomplish assignments and solve problems

These skills are generally associated with: 

One year of experience as an Administrative Assistant 4, or two (2) years of experience as an Administrative Assistant 3 

OR

A Bachelor’s degree in business administration, public administration or closely allied field; 

OR 

Combination of education and relevant experience totaling four (4) years.

Diversity Equity and Inclusion (DEI) Competencies

• The ability to take action to learn and grow 
• The ability to take action to meet the needs of others

Preferred/Desired Qualifications: 

• Bachelor’s degree in business administration, public administration or closely related field.
• Knowledge of Washington State Government processes and familiar with interpreting regulatory and legislative correspondence and documents.

Please provide the following documents:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting
• A current resume, detailing experience, and education
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section or supplemental questions of the application. Please do not “refer to resume” for detail, or your application may be disqualified. 

Washington Fair Chance Act

We are committed to providing equitable access to employment opportunities. If a criminal background check is required for employment at an agency, it will occur only after a conditional offer of employment has been made and accepted. 

Applicants are not required to disclose criminal history during the hiring process prior to a conditional offer. Criminal history will not automatically exclude an applicant from consideration and will be reviewed on an individual basis consistent with applicable law and the requirements of the position. 

Learn more about the Washington Fair Chance Act: Washington Fair Chance act guide 

Opportunity for All:
The Washington State Arts Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

 
Contact Information:
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.
 
For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at (360) 407-8446 or email jobs@des.wa.gov.