Description

Duties

• Provide direct, confidential, executive-level administrative support to the Director of ERD. Perform high level administrative duties using independent judgment, staff assignments and tracking. Is a member of the ERD leadership team and participates in business and ERD leadership meetings.
• Maintain the ERD Asst. Director’s calendar, schedule, and daily activities; schedule meetings, book meeting space, create and coordinate meeting documentation, invite and confirm attendees.
• Anticipate needs well in advance to ensure Asst. Division Director is prepared each day.
• Monitor ERD Asst. Director’s email; respond on the Asst. Division Director’s behalf, as appropriate.
• Draft correspondence on behalf of the Asst. Division Director.
• Attend meetings on behalf of the Asst. Division Director, as requested.
• Serve on the ERD Leadership team.
• Provide interpretation or explanation of the Asst. Division Director’s policies or viewpoints.
• Manage the day-to-day operations of the ERD Division.
• Manage purchasing and travel arrangements for division staff.
• Coordinate and assist in decision-making regarding sensitive personnel issues, risk management, facilities/space issues, supplies and hiring.
• Schedule and coordinate division leadership and all-staff meetings and huddles.
• Maintain an appropriate level of confidence and confidentiality in all internal and external communications.
• Schedule meetings, book space, take meeting minutes or notes, and confirm attendees, as requested and appropriate.
• Attending assigned agency and other stakeholder meetings to provide information about current activities.

Qualifications

• Demonstrated expertise in Microsoft Office suite applications including Outlook, Word, PowerPoint, etc.
• Successful experience setting up, hosting, and facilitating the technology for remote and hybrid meetings in applications such as Zoom and Teams.

• Establish and maintain effective professional working relationships with a diverse range of customers, co-workers, and stakeholders.
• Communicate clearly and effectively with a diverse audience, both verbally and in writing.
• Accurately present information to both large and small groups.
• Obtain cooperation from other departments, government agencies, and stakeholders.
• Provide excellent customer service to diverse groups of people with varying needs.
• Establish collaborative workplace relationships, encourage teamwork, and establish trust and credibility with others.
• Readily adapt to new situations and be open to change.
• Actively listen and understand what is being communicated.
• Work independently with little supervision and demonstrate initiative.
• Analyze and interpret information in order to provide options and solutions.
• Independently prioritize workload, multi-task, and meet necessary and/or reasonable timelines.

• An associate degree in business administration, public administration or closely allied field AND
• Five (5) years of administrative or supervisory experience.

• Experience using SharePoint, Drupal, and/or other web development software to maintain internal or external website content.
• Experience with electronic filing systems, CRMs, and HR information systems such as Laserfiche, Application eXtender (AX), HRMS (an SAP product), ServiceNow, etc.
• Experience with preparing, handling, reviewing, and producing documents for records requests and/or requests for information.

• State government organization and administrative procedures.
• Federal and local government functions. o Office methods and procedures.
• Research methods and data collection.
• State and agency functional and personnel policies.

Only candidates who reflect the minimum qualifications on their NEOGOV profile will be considered. Failure to follow the application instructions below may lead to disqualification. To apply for this position, you will need to complete your profile which includes three professional references and attach:

• A cover letter that specifically addresses how you meet the qualifications for this position.
• Current resume

• Attach a copy of your DD214 (Member 4 long-form copy), NGB 22, or USDVA signed verification of service letter.
• Please black out any PII (personally identifiable information) data such as social security numbers. Include your name as it appears on your application in careers.wa.gov.

Supplemental Information

• Meaningful work with friendly co-workers who care about those we serve Voices of HCA
• A clear agency mission that drives our work and is person-centered HCA's Mission, Vision & Values
• A healthy work/life balance, including alternative/flexible schedules and mobile work options.
• A great total compensation and benefit package WA State Government Benefits
• A safe, pleasant workplace in a convenient location with restaurants, and shopping nearby.
• Tuition reimbursement
• And free parking!