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Senior Administrative Coordinator

2 months ago

Olympia, Washington, United States Washington State Department of Revenue Full time

Position Overview

The Washington State Department of Revenue (DOR) is looking to hire a Senior Administrative Coordinator to provide essential support to our Working Families Tax Credit (WFTC) division. The chosen candidate will be responsible for delivering comprehensive administrative assistance to the leadership team within the division.
Our organization fosters a dynamic learning environment that promotes a healthy work-life balance, with exceptional leadership and skilled colleagues committed to achieving the agency's objectives. We celebrate diverse perspectives and life experiences, employing individuals from various backgrounds, including people of color, immigrants, refugees, LGBTQ+, individuals with disabilities, and veterans. This inclusive culture of respect encourages a professional family atmosphere, maximizing potential through opportunity. We offer a competitive benefits package that includes defined benefit retirement plans, health, dental, and vision coverage, and deferred compensation plans.

Please review the opportunity details below and share this message with anyone you believe may be qualified.

Key Responsibilities

We are seeking a candidate who possesses:

A seasoned administrative professional who demonstrates a positive demeanor, fosters teamwork, and enjoys collaborating to meet and exceed expectations.

You will act as the principal and confidential assistant to the Assistant Director and team members, with the authority to advise and take action in the absence of the Assistant Director regarding delegated administrative matters. This role entails ensuring that division policies and procedures related to administrative issues are effectively communicated to staff. You will also assist the division with intricate and highly confidential matters, projects, and other programs as necessary.

Specific Duties Include:

Manage the Assistant Director's intricate calendar and demanding schedule. Coordinate and/or participate in the scheduling of divisional meetings, training sessions, and committees. Supervise the division's Administrative Assistant 3, overseeing, directing, and supporting their various administrative functions, including travel and procurement. Support the program's outreach initiatives, which may involve organizing outreach events and coordinating committee meetings and external stakeholder engagements. Monitor all aspects of the division's budget. Prepare and edit briefings and correspondence for both internal and external communications. Undergo training to effectively collect data, create graphics, and update existing dashboards. Advise and counsel managers and employees on personnel actions. Coordinate the division's recruitment and hiring processes. Represent the division on various agency committees. Communicate agency-level decisions and oversee their implementation. Assist in identifying opportunities to advance the division through professional interactions and collaborative partnerships. Work Schedule
This position offers telework flexibility. While some remote work is permitted, this role is expected to require in-office presence several days per week, depending on business needs.

Qualifications

Ideal candidates will have:

One year of experience as an Administrative Assistant 4

OR

Two years of experience as an Administrative Assistant 3

OR

A Bachelor's degree in business administration, public administration, or a closely related field AND three years of administrative experience.

Note: Additional qualifying experience may substitute for education on a year-for-year basis.

Preference will be given to candidates who possess the following skills and abilities:

Exceptional editing skills (grammar and spelling). Proficient business writing skills. Ability to create, schedule, and manage presentations, meetings, and events using virtual platforms. Capability to summarize information using clear and concise language. Knowledge and experience in project management or organizational development. Familiarity with quality control techniques and performance measures. Understanding of state government organization and administrative procedures. This position operates within a fast-paced, complex environment where interpersonal skills, self-management, and effective communication are essential. Throughout our selection process, we will also evaluate candidates for behavioral attributes and technical skills necessary for success in this environment.