Senior Administrative Coordinator

2 weeks ago

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

Position Overview

The Washington State Department of Revenue (DOR) is on the lookout for a Senior Administrative Coordinator to provide essential support to our Working Families Tax Credit (WFTC) division. The selected individual will play a pivotal role in assisting the leadership team with various administrative tasks.
At DOR, we foster a culture of learning and inclusivity, offering a balanced work environment where diverse perspectives are valued. We are committed to employing individuals from all backgrounds, including people of color, immigrants, refugees, LGBTQ+, individuals with disabilities, and veterans. This culture of respect and collaboration enhances our ability to achieve the agency's objectives. We provide a comprehensive benefits package, including retirement plans, health, dental, and vision coverage, and other perks associated with public service employment.

Key Responsibilities

We are seeking candidates who can:

Exhibit a professional demeanor, promote teamwork, and strive to exceed expectations in a collaborative environment.

As the primary and confidential assistant to the Assistant Director and team members, you will have the authority to advise and act in the absence of the Assistant Director regarding administrative matters. This role involves ensuring that division policies and procedures are effectively communicated to staff and assisting with sensitive and complex issues.

Your specific duties will include:

Managing the Assistant Director's intricate calendar and schedule. Coordinating divisional meetings, training sessions, and committee activities. Supervising the Administrative Assistant 3, guiding and supporting their administrative functions, including travel and procurement. Assisting with outreach initiatives, which may involve organizing events and facilitating stakeholder engagements. Overseeing the division's budgetary aspects. Drafting and refining briefings and correspondence for both internal and external communications. Participating in training to effectively gather data, create visual presentations, and update dashboards. Advising managers and staff on personnel matters. Coordinating recruitment and hiring processes for the division. Representing the division in various agency committees. Communicating agency-level decisions and monitoring their implementation. Identifying opportunities to enhance the division through professional relationships and collaborative efforts. Work Schedule
This position offers flexibility for telework; however, in-office presence is expected several days a week based on operational needs.

Qualifications

Ideal candidates will possess:

A minimum of 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 relevant experience may substitute for educational qualifications on a year-for-year basis.

Preference will be given to candidates with the following skills and knowledge:

Strong editing capabilities (grammar and spelling). Proficient business writing skills. Ability to create, schedule, and manage presentations and meetings using virtual platforms. Skill in summarizing information using clear and concise language. Knowledge and experience in project management or organizational development. Familiarity with quality control techniques and performance metrics. Understanding of state government structure and administrative processes. This role operates within a fast-paced and complex environment where strong interpersonal skills, self-management, and effective communication are crucial for success.

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