The salary listed above includes the 3% pay increase that goes into effect on July 1, 2024.
Administrative Assistant 3
At the
Department of Commerce we strive to be creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work. We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected. We cultivate an environment in which we continuously learn, and we own our work.
We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve. Together, we can build a brighter and more inclusive future.
The
Energy Division (Energy) partners with diverse energy stakeholders to create a clean, affordable, and equitable energy future.
Position Objective: This position works within the Clean Transportation unit of the Energy Division. This position reports directly to the Managing Director (MD) of the Clean Transportation unit, which consists of 11 full-time positions. This position provides support to the Managing Director (MD) and the Clean Transportation unit on administrative matters, functions and policies, and day-to-day operations. In addition, this position supports the Energy Division, working with internal staff and external stakeholders including state agencies, local government, tribal affiliates, non-profit entities in addition to federal and state program and policy staff. This position is grounded in a culture of creativity, collaboration, and self-motivation.
Unit Mission: The Clean Transportation Unit in the Energy Division accelerates the equitable transition to electric vehicles in Washington by:
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Investing in community electric vehicle charging projects;
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Providing instant rebates to low-income households for electric vehicle purchases and leases;
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Advising state decision-makers on electric vehicle policy and funding needs; and
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Facilitating collaboration between state agencies and local partners on planning for the state’s electric mobility future.
As a result of these responsibilities, the team’s work significantly reduces climate and air pollution, improves health outcomes, lowers transportation costs, and increases mobility options.
Provides administrative support to Clean Transportation Unit staff and the Managing Director (MD).
- Coordinates the daily activities of the MD with other internal and external calendars, based
on unit and division priorities.
- Develops and maintains unit standards and procedures to ensure adherence to agency
policies and division guidelines regarding budgeting, personnel actions, and contract
administration. Participates in unit quality control and review processes, including copy editing and consistency assurance.
- Serves as a liaison between the MD and other staff members, transmitting assignments,
ensuring deadlines are met, and reviewing for appropriateness and consistency with agency
policy.
- Coordinates arrangements for meetings and conferences, such as facility planning; travel
arrangements for program staff, contractors, and division administration on official state business; and payment of fees and preparation of materials.
- Coordinates scheduling, logistics, agendas, and note-taking for unit meetings.
Provides personnel and payroll administrative support to the Clean Transportation Unit.
- Coordinates all personnel actions for the unit, including recruitment, selection, interview,
appointments, promotions, and on-boarding of new employees.
- Ensures position description forms, work schedules, telework agreements, and performance evaluations are kept current for the unit.
- Exercises delegated signature authority for correspondence, purchasing, travel vouchers,
invoices, and timesheets when needed.
- Ensures the completion of timesheets and leave requests; monitors and reconciles charge
codes and leave balances.
- Prepares and completes documents related to travel, purchasing, budget, and event
coordination.
- Reorganizes and assigns office space; modifies workflow processes to achieve efficient use of space, equipment, and personnel.
- Facilitates the purchase, distribution, maintenance, repair, and collection of staff equipment.
- Manages issues related to facilities, phones, and computers.
- Coordinates training and conferences for all unit staff.
Coordinates records management.
- Serves as the unit’s records retention coordinator and ensures that record retention
schedules and archiving of office records are on time and in compliance with agency and
state standards.
- Records and maintains unit equipment inventory.
- Coordinates unit responses to public records requests.
- Designs and maintains unit filing systems and databases.
Provides Division administrative support.
- Provides coverage/backup to the Division AA4 as needed.
- Assists in the coordination of division-wide events, scheduling and logistics.
Required Qualifications:
- High school graduation or GED
AND
- Three years of progressively responsible experience in one or more of the following (formal education will substitute year for year for experience):
o Office/clerical administration
o Secretarial
o Bookkeeping
o Accounting
o General administrative work
- Advanced skills in the use of Microsoft Office programs (Word, Excel, Outlook, and PowerPoint).
- Knowledge of government organization and administrative procedures.
- Ability to comprehend and implement agency and division policies and procedures.
- Ability to communicate effectively, both verbally and in writing.
- Ability to determine, organize, and prioritize workload.
- Ability to work both independently and collaboratively with others.
- Ability to maintain a high level of confidentiality.
Preferred/Desired Qualifications:
Professional, cordial interpersonal skills; maintain professional and respectful demeanor in stressful situations
To be considered for this position the following are needed:
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A complete and detailed online application.
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A cover letter (enter online).
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At least three (3) professional references (enter online)
For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message
This position has a hybrid schedule requiring you to visit an office.
This recruitment may be used to fill future vacancies over the next 60 days.
This position is covered by a collective bargaining agreement.
Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.
Our Commitment to Equal Opportunity
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. 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.
Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.