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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 appoint a Senior Administrative Coordinator to provide essential support to our Working Families Tax Credit (WFTC) division. The chosen candidate will play a pivotal role in delivering administrative assistance to the leadership team of the division.
Our organization fosters a vibrant learning environment, promoting a healthy work-life balance, alongside outstanding leadership and a talented workforce dedicated to achieving the agency's objectives. We appreciate diverse perspectives and experiences, employing individuals from various backgrounds, including people of color, immigrants, refugees, LGBTQ+, individuals with disabilities, and veterans. This inclusive culture of respect cultivates a professional family of cohesive teams that maximize potential through opportunity. We provide a comprehensive benefits package that encompasses defined benefit retirement plans, health, dental, and vision coverage, as well as deferred compensation plans.

Please take a moment to review the details of this opportunity below and share this message with others who may be qualified.

Key Responsibilities

We are seeking an individual who:

Is an experienced administrative professional who embodies a positive demeanor, fosters collaboration, and thrives in a team-oriented environment to meet and exceed expectations.

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

Your Responsibilities Will Include:

Managing the Assistant Director's intricate calendar and demanding schedule. Coordinating and/or participating in the organization of divisional meetings, training sessions, and committees. Supervising the division's Administrative Assistant 3, providing guidance, direction, and support for their various administrative tasks, including travel and procurement. Supporting the program's outreach initiatives, which may involve organizing outreach events and coordinating committee meetings and external stakeholder engagements. Monitoring all aspects of the division's budget. Preparing and editing briefings and correspondence for both internal and external communications. Undergoing training to accurately collect data, create graphics, and update existing dashboards. Advising and counseling managers and employees on personnel actions. Coordinating the division's recruitment and hiring processes. Representing the division on various agency committees. Communicating agency-level decisions and overseeing their implementation. Assisting 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, based on business needs.

Qualifications

We are looking for candidates who possess the following:

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 with the following knowledge, skills, and abilities:

Exceptional and rapid 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 straightforward 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 crucial. Throughout our selection process, we will also evaluate candidates for behavioral attributes and technical skills necessary for success in this environment.