Washington State House of Representatives

Exempt Recruitment Announcement

Office Coordinator

About The House of Representatives:

The House of Representatives (House) comprises half of the Washington State Legislature and is made of 98 members, elected to serve two-year terms representing 49 legislative districts. The House employs 250 full-time year-round staff and 100 temporary session staff and interns. The Legislature meets annually beginning on the second Monday in January in the Capitol Building in Olympia. Regular legislative sessions take place January through March in even-numbered years and January through April in odd-numbered years. Special legislative sessions occur as needed. 

Our workplace is on the beautiful Capitol Campus in Olympia. The 486-acre campus includes the Legislative Building and other historic structures, as well as popular parks and trails with views of Capitol Lake, Budd Inlet, and the Olympic Mountains.   The House of Representatives holds themselves to the Legislative Code of Conduct which expects the following:

• We conduct ourselves with self-awareness, self-respect, and professionalism;
• We treat others with respect, dignity, and civility, regardless of status or position; and
• We refrain from engaging in hostile, intimidating, offensive, or unlawful activities or behaviors that may amount to discrimination, harassment, sexual harassment, or bullying.

Position Profile: 

The scope, objective, and role of the Office Coordinator position is to assist the Chief Clerk, Deputy Chief Clerk, House Counsel, and other members of the Chief Clerk’s office in completing their duties. The Office Coordinator also assists House members and staff with obtaining the information to perform their roles for the House of Representatives.

How You’ll Be Expected to Contribute:

Administrative

• Provide administrative support for the Chief Clerk and Deputy Chief Clerk, including but not limited to scheduling and correspondence. 
• Maintain and update member files, including certificates of election, appointments, creating oaths of office, and completing electronic forms. 
• Respond to inquiries and requests from legislative members, staff, and the public (answering phones, emails, and face-to-face contacts).
• Approve member and staff travel and keep current on statutory appointments and travel policies.
• Maintain files of the Executive Rules Committee, take minutes at scheduled meetings, and track oral history projects.
• In collaboration with the Sr. Office Coordinator, arrange logistics for and provide staff assistance to the new member orientation and new employee orientation.
• Serve as backup for the online work schedule system and overtime system.
• Act as the Chief Clerk’s designee on Capitol Furnishings Preservation Committee, helping plan and work at the annual fundraiser.
• Annually arrange for refurbishing of historic furnishings.
• Arrange for member district office internet access through the Legislative Service Center and troubleshoot issues.
• Update various data regarding members and staff and generate lists and reports as needed.

Session Specific Activities

• Assist with House resolution requests, working with caucus attorneys and the Code Reviser’s Office for proofing and editing, members and legislative assistants for scheduling, recognition of guests, and distribution of resolutions.
• Prepare daily scripts for the Speaker of the House.
• Schedule opening prayers, flag ceremonies, musicians, and other guests. Explain rules of decorum for chamber guests and send detailed directions and guidelines for visiting clergy.
• In collaboration with Sr. Office Coordinator, address details and make arrangements for joint legislative sessions and for all other ceremonial legislative events, including Opening Day, Governor’s State of the State, Member Memorial, Martin Luther King, Jr. Day, President’s Day, National Guard Day and Day of Remembrance, and any ceremonial day specifically identified in House Rules. 
• Update member information in the concurrence/dispute tracker.
• Distribute communications regarding bills on the floor calendar and document action taken on floor amendments in the floor activity tracking system. 
• Record notes of main points of floor debate for the journal and accurately reflect the status of actions. 

Workroom Assistance 

 The Successful Candidate Will Meet These Qualifications:

Five (5) years of secretarial or administrative experience in an office setting performing the following duties:

• Analyzing information to complete appropriate action with an eye to detail.
• Communicating professionally and collaboratively with internal staff and external customers to achieve goals, deliverables, or customer expectations.
• Compiling written reports or executive correspondence.
• Coordinating and completing office level (or higher) administrative projects and tasks applying strong organizational skills. 

AND 

AND

• Demonstrated proficiency using the following: 
  1. MS Word to create, format, and edit tables, columns, or charts and insert and format sections and create headers and footers.
  2. MS Excel to develop and manipulate complex spreadsheets and create custom chart types, pivot tables, filter lists or use data analysis tools.
  3. MS PowerPoint to create, format, and edit presentations, insert, and format slides, work with pictures and objects, and run slide shows.
  4. MS Outlook to compose, send, and respond to e-mail and coordinate schedules and schedule meetings.
  5. MS SharePoint to create sites and pages, store, organize, share, and access information.

Desired Qualifications: 

• Ability to keep up with potential frequent turnover in administration, members, and staff during election years.
• Knowledge of state government operations and the legislative process.
• Knowledge of election laws and timelines.

Conditions of Employment/Working Conditions:This position requires an onsite/in-person presence during the legislative session and frequently requires more than 40 hours of work per week, which may include evening, weekends, and holidays during legislative sessions. Interim schedules allow for more flexibility. This position is currently approved for in-state telework during the interim with an expectation to have an onsite-in-person presence when requested.

Benefits:Employee benefits include vacation and sick leave; paid state holidays; health, life, and other optional insurance; retirement; social security; and military leave. 

How to Apply:

Intrigued? If so, please submit the below items combined in one document: 

(1) a letter of interest specifically addressing the qualifications; 

(2) a current resume describing in detail your experience and education; and 

(3) a minimum of three professional references with contact information (e.g., address, e-mail address, and telephone).

Send application materials and direct any questions to: HouseHR@leg.wa.gov. 

The Washington State House of Representatives is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, religion, age, disability, honorably discharged veteran, or military status, or use of a service animal. We encourage people of all backgrounds to apply, including those listed above and those with other diverse life experiences. Persons requiring reasonable accommodation in the application process or requiring information in an alternative format may contact House ADA Coordinator Kyle Overmiller at kyle.overmiller@leg.wa.gov or 360-786-7271, or TTD 1-800-635-9993.