What are the responsibilities and job description for the Administrative Assistant 5 position at State of Washington Utilities and Transportation...?
Description
Respect. Professionalism. Integrity. Accountability.
Help protect the consumers of Washington state!
Administrative Assistant 5
Salary Consideration:
For this position, Step A is $60,132 per year and Step L is $78,912. The high end of the salary range, Step M, is $80,820, and is typically a longevity step. All employees will progress to Step M six years after being assigned to Step L in their permanent salary range.
This recruitment is open until Friday, November 28, 2025, at 11:59pm.
UTC reserves the right to make a hiring decision and/or choose to close or extend this recruitment at any given time after seven (7) days. Submitted applications could be used to fill comparable positions that open within the next 60 days.
The Opportunity:
As the Administrative Assistant 5, you will play a pivotal role in supporting the executive director and executive commission office in all administrative practices to efficiently support program and operational administrative needs. You will provide a high level of administrative and executive support with strict confidentiality.
This position also supports the legislative and policy divisions and exercises delegated decision-making authority on administrative matters on behalf of the executive director. The work is dynamic, fast-paced, and central to the agency’s leadership, demanding exceptional judgment, communication, and organizational skills. It’s an excellent opportunity for someone who values variety, thrives in a collaborative, mission-driven environment, and takes pride in ensuring seamless executive-level operations.
Hybrid:
Although this is a hybrid opportunity, the successful incumbent must reside within Washington state and must be available to report to the Lacey, Washington headquarters building as needed.
Travel:
Travel may be necessary to attend training, meetings, at other locations.
The duty station for this position is UTC’s Lacey headquarters office. Employees are not compensated for travel time between their residence and the duty station.
Our Mission:
To protect the people of Washington by ensuring that investor-owned utility and transportation services are safe, equitable, available, reliable, and fairly priced.
Vision:
We strive to achieve equitable and fair outcomes for both consumers and regulated companies. We prioritize inclusion and belonging in the workplace.
For more information about our benefits or working at UTC, please visit our website.
What We Offer Our Employees:
- UTC fosters an environment of diversity, equity, inclusion and belonging, while striving to hire and retain a workforce from the communities we serve.
- We place importance on a healthy balance between personal and professional lives; offering flexible work schedules, wellness programs, and mobile/telework opportunities.
- Through the state, our employees (and their families) are offered options for medical, dental, vision and basic life insurance.
- We offer enrollment into the state retirement programs and a deferred compensation plan.
- Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Duties
What You’ll Do:
- Provide confidential executive administrative support to the executive director, including handling correspondence and representing them in meetings when delegated.
- Coordinate and manage executive director’s calendar, prioritize appointments, and coordinate meetings. Coordinate and communicate with internal leadership or external partners, demonstrating sound judgement, responsiveness, and professionalism in all interactions.
- Organize meetings and events, including preparing agendas, materials, notes, and follow-up actions.
- Support program-wide administrative systems and records management, ensuring processes are efficient and compliant with agency standards.
- Draft, prepare, and track correspondence, reports, and presentations for the executive director.
- Serve as the HR liaison for coordinating recruitment, onboarding, and performance management documentation.
- Coordinate agency policy updates, ensuring accuracy, consistency, and timely completion.
- Coordinate travel, timesheets, purchasing, and expense approvals as needed.
- Participate in the Extended Leadership Team, coordinating agendas, scheduling and participating in meetings.
Additional Responsibilities
- Provide back-up support to the chair and commissioners as needed, including scheduling, travel, and meeting preparation.
- Monitor regulatory deadlines and assist with filings, testimony, and policy materials.
- Communicate with the public and regulated entities while maintaining confidentiality and compliance with Open Public Meetings Act and ex parte rules.
- Coordinate commissioner briefings, workshops, and hearings with administrative law and policy divisions.
- Schedule legislative team meetings and coordinate fiscal note training during session.
- Assist with special projects, research, and data compilation as assigned.
Qualifications
Required Qualifications:
- A minimum of four (4) years’ progressive experience as a lead administrative assistant, executive assistant, confidential secretary or similar with increasing responsibilities and delegated duties. (A combination of experience and education may substitute for experience).
- Proficient user in Microsoft Outlook; with advanced ability to compose, send, and respond to email and use email functions such as calendars and meeting requests.
- Experience composing, editing, and proofreading materials using Microsoft Office, such as Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
- Experience with calendar management, note-taking, and letter or policy writing for leadership professionals at a medium or large organization.
- Experience in making travel arrangements, meeting coordination, proofreading and preparing business correspondence.
- Experience following and adhering to confidentiality practices in the context of supportive tasks.
- Experience following and monitoring the adherence to organization-wide policies, processes, and/or practices.
Knowledge, Skills, and Abilities:
- Knowledge of state government organization and administrative procedures; federal and local government functions; office methods and procedures; research methods and data collection; State and agency functional and personnel policies.
- Demonstrated ability to manage projects, coordinate teams, and juggle multiple tasks with short deadlines and competing demands.
- Ability to clearly convey information in writing with attention to details in drafting formal documents. Strong ability to communicate orally with presenting information internally and representing agency to events.
- Ability to effectively compile and review written reports, obtain the cooperation of other departments and other government agencies, work effectively with others.
- Robust interpersonal skills with a deep ability to build relationships, earn the trust, respect, and gain the confidence of coworkers and customers through consistent honesty, forthrightness, and professionalism in all interactions.
- Ability to establish and maintain effective working relationships and interact with commissioners, leadership at all levels, department staff, other governmental agencies, elected officials, and the public.
Demonstration of:
Diversity Equity and Inclusion (DEI)Competencies (expected of all employees):
- The ability to take action to learn and grow.
- The ability to take action to meet the needs of others.
- EDI Knowledge, Understanding, & Commitment.
- Self-Awareness and Commitment to Growth.
- Cultivating Mutually Beneficial and Trusting Strategic Partnerships.
- Inclusive Excellence& Allyship.
UTC Core Competencies (expected of all employees):
- Accountability
- Measuring Success and Improvement
- Customer Focus
- Results Focus
- Communication Skills
- Adaptability/Flexibility
- Self-Development
- Continuous Process Improvement
Desired Qualifications:
- Three (3) years’ experience providing direct administrative support to an executive manager in the public sector or a regulated industry.
- Drafting, editing, and finalizing executive correspondence.
- Advanced experience and knowledge of Washington State travel regulations.
- Demonstrated ability to build and maintain effective internal and external working relationships. Demonstrated ability to maintain confidentiality of information
- Project management and coordinating team-based activities.
- Working experience and knowledge of legal terms, forms and documents and how to process them.
- Practical understanding of and experience with the processes and documentation required for legal hearings, public meetings, and rulemaking.
Supplemental Information
READ THE FOLLOWING INFORMATION COMPLETELY:
- This position is represented by the Washington Federation of State Employees (WFSE).
- RCW 80.01.020 limits the UTC's ability to employ any person who owns stock in any company the UTC regulates or is otherwise financially interested in such company. Such interests include those of an employee's spouse.
How to Apply:
Interested in joining the UTC team? Click the Apply button at the top to begin! To be considered for further screening, ensure you attach the following documents to your completed application:
- Letter of Interest - describing how you meet the position qualifications and why you believe you are the ideal candidate.
- Resume - detailing your applicable competencies, experience and education.
- References - At minimum, three (3) professional references with current telephone numbers and email addresses must be included with your application; one (1) contact MUST be your current or most recent supervisor.
The initial screening of candidates will be solely based on the contents and completeness of the application, including answers provided to the Supplemental Questionnaire, along with the required attachments - letter of interest, resume, and references submitted as part of the application process.
Please note, see resume will not substitute for completing the "work experience" section of the application or supplemental questionnaire.
If you have gotten this far and are thinking you do not qualify, consider again! Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At the UTC, we are dedicated to building a diverse and authentic workplace centered in belonging. If you are excited about this role but your experience does not align perfectly with every qualification in the job description, we encourage you to apply anyway. You may just be the candidate needed for this or other roles.
All information may be verified; additional documentation may be required. Candidates may be disqualified if the education and/or work experience does not include information used to meet the minimum qualifications of the job.
The UTC is an equal opportunity employer. We want to make sure you have an equal opportunity to join our team. Our commitment is making sure current and future employees are treated fairly and equally without regard to age, sex (including gender identity), race, ethnicity, disability, sexual orientation, veteran status, marital status, or religious or political affiliation.
Persons needing accommodation in the application process or this announcement in an alternative format may contact humanresources@utc.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6384.
For more information about the UTC, please visit:
www.utc.wa.gov, www.twitter.com/wautc and www.facebook.com/wautc
The State of Washington:
http://access.wa.gov
http://access.wa.gov
Salary : $60,132 - $80,820
