Description

The Office of the Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.
The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program. The Information Technology Division is made up of knowledgeable and innovative IT professionals with a passion for their work and problem-solving in the IT arena.
This division is searching for people who are committed to superior customer service in a diverse, multifaceted organization and a fast-paced environment. The IT Division fosters a safe, open, and healthy work environment which includes mobile work options, professional growth potential, training opportunities, competitive wages and an attractive benefits package.

Duties

Provides administrative support to the Information Technology Director
Tasks include:

• Coordinates and maintains the Director’s online calendar and contact list.
• Makes necessary travel arrangements for the Director. Completes travel vouchers.
• Answers incoming telephone calls and responds to requests or relays messages to the Director; prepares information and briefs the Director regarding Director’s business commitments and meetings.
• Reviews, screens, priorities and distributes Director’s incoming mail. Review and identify critical correspondence for action, approval, and signature. When needed, remind the Director and assigned staff to respond. Track and follow up on special projects. Keeps the Director informed of significant and important items requiring review or action. Responsible for drafting, editing, formatting and proofreading correspondence, documents, agendas, evaluations and reports.
• Organizes and maintains paper and electronic files, and disseminate information by telephone, mail, the internet, and email. Prepares Director’s correspondence and records for archival.
• Coordinates, schedules and oversees arrangements for the Director’s meetings. These include division staff, one-on-one, task force, and office-wide director/management meetings. Responsible for assembling information packets, preparing agendas, recording, transcribing and distributing meeting notes & minutes. Arranges meeting space, equipment and any catering needs as required. Arrange and confirm meetings, retreats, speaking engagements and accommodations.
• Exercises decision making authority and use good judgment in handling matters for the Director. Exercise dicretion and confidentiality. Acts as liaison with staff members; manages complex, confidential and sensitive issues. Uses delegated authority to approve purchases and otherwise solve administrative problems.
• Member of the division’s management team

• Assists the overall Office, other division managers, supervisors, and staff members with administrative support, scheduling meetings, arranging travel, and providing clerical support.
• Member of the agency’s Administrative Assistants Group.
• As needed and as available, assist managers with HR documents and recruitment.
• Works closely with the agency records office for archival and destruction schedules (primarily for the IT division); Financial Review/Quantitative Analysis:

• Review agency and division financial/budget reports; payroll/personnel reports and payment vouchers. Summarize, report to the Director and Deputy, and follow up as needed.
• Monitor division metrics and qualitative measures. Report to the Director and Deputy Director and follow up as needed.

• Other duties as assigned.

Qualifications

Required Qualifications:

• 
  Four years of administrative support experience drafting correspondence and any combination of the following: Coordinating office operations; Managing travel arrangements and payment; Managing multiple calendars and projects; Record keeping, bookkeeping, or budget monitoring, arranging payment for office expenses; Planning and coordinating office and public events
• Ability to read and write English language.
• Ability to effectively use a personal computer and applicable software to successfully perform the essential functions of the position.

• Experience using standard office software products such as Microsoft Outlook to compose, send and respond to electronic mail, managing contacts, and use email program functions such as scheduling and meeting requests
• Experience processing state travel vouchers using OFM policies and regulations
• Experience using graphic design software applications such as Adobe InDesign and Distiller
• Ability to multi-task, prioritize work for self and others, handle short deadlines, and work independently in a complex and fast-paced environment
• Experience summarizing and analyzing financial data
• Strong writing and speaking skills including demonstrated knowledge of proper English grammar, punctuation, correspondence, formatting and proofreading as directed
• Attention to detail
• Ability to work successfully with a wide variety of people in a team environment
• Ability to effectively handle stressful situations
• Self-directed, willing to take initiative, demonstrate good judgment
• Maintain the highest standard of personal, professional, and ethical conduct; and support the state's goals for workforce diversity
• Maintain discretion and respect for confidentiality
• Outstanding customer-oriented interpersonal skills

Supplemental Information

Working Conditions:

• Typical schedule is Monday through Friday 8:00am to 5:00pm.
• Standard core business hours of Monday - Friday, 8am - 5pm with the ability to work some evenings and weekends which are generally scheduled in advance.
• Travel to other agency facilities in the local area is required for meetings.
• Able to move and maneuver objects weighing approximately 20 pounds with or without reasonable accommodation.
• Willing to work with diverse groups and individuals with efficiency, compassion, and sensitivity.
• This position will not be eligible for mobile work during the required probationary period. Once the probationary period is successfully completed, it is eligible for mobile work.

• Must have current Washington state driver's license or have requested and obtained an appropriate accommodation

• To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.
  • Current Resume
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.