[Hiring] Administrative Assistant @State of Washington

Role Description

This position works within the Multifamily Housing Unit (MHU) of the Housing Division (HD) and is responsible for specific tasks within the State Housing Trust Fund (HTF) and the federal HOME and National Housing Trust Fund (NHTF) programs. This position provides higher-level administrative support to the Managing Director, Assistant Managing Director, as well as program managers and unit staff. This position is the point of knowledge on state government and administrative policies and procedures, office methods, research methods and data collection to support the day-to-day functions and smooth operation of the unit. This position is a member of the Lead Support Team and assists with the development and recommendation of division directives and best practices to ensure quality, streamlining, and cohesiveness that meet the needs of our internal and external customers.

This position will be duty stationed in our Olympia office and will be expected to come into the office 4 days per week, Monday through Thursday.

Duties

• Administrative support to the Managing Director (MD), Assistant Managing Director (AMD) and Unit Staff
  • Act as liaison/coordinator with all agency offices, including but not limited to, the offices of Information Services, Human Resources, Financial Services and the Operations Divisions.
  • When appropriate, serve as liaison between the MD and other staff members, transmitting assignments and reviewing for appropriateness and consistency with agency policy.
  • Manage issues related to facilities, space planning, technology, and personnel.
  • Coordinate all office operations, questions and/or needs of MHU staff and the MD.
  • Responsible for keeping the MD aware of internal and external deadlines and maintains prioritization of work activities.
  • Exercise delegated authority to assign, instruct, and check the work of all professional staff in the unit.
  • Prepare reports, portions of plans, and office policy and procedure manuals.
  • Establish and ensure adherence to administrative protocols. Responsible for developing new office protocols and strategies or modifying existing ones.
  • Complete the preparation of documents related to travel, purchasing, payroll, budget, personnel, and event coordination.
  • Exercise delegated signature authority for correspondence, purchasing, travel vouchers, invoices and timesheets when needed.
  • Track all unit documents routed for signatures.
  • Maintain the MHU external email distribution list and assist with mass communications.
  • Responsible for meeting scheduling, logistics, agendas, and note-taking for unit meetings and advisory meetings and stakeholder groups.
  • Manage MD and AMD schedule, including regular meetings with staff and external clients.
• Personnel Coordination
  • Coordinate all personnel actions for the unit, including recruitment, selection/interview, reference checks, appointments, promotions, new employee set-up, and on-boarding and off-boarding employees.
  • Ensure position descriptions, work schedules, telework agreements, Signature Authority and performance evaluations are kept current, readily available, and follow agency/division/unit standards.
  • Coordinate timesheets, leave requests, and Commute Trip Reduction (CTR) submittals.
  • Coordinate training and conferences for all unit staff.
• Communications and Recordkeeping
  • Coordinate responses to public records requests.
  • Develop written and oral responses to general inquiries and requests for unit action and information or refers such inquiries to unit staff, providing direction on the response.
  • Responsible for unit records retention activities.
  • Provide support to unit staff with setup, filing and maintenance of contract and legal document files, general copying, and report development.
  • Make system improvements as necessary.
  • Assist with database maintenance.
  • Assist the MD, AMD, and the other unit supervisors in improving, documenting and implementing unit processes and procedures.
• Division Administrative Support
  • Participate in the Division Lead Support team; complete additional duties associated with Division-wide support such as helping with division meetings and working collaboratively to develop division procedures.
  • Process mail received for MHU.
  • Coordinate staff moves, cubicle setups, and changes for the unit.
  • Coordinate division-wide events.
  • Coverage/backup of the agency reception desk and mail as needed.

Qualifications

• High School Diploma or equivalent AND Three (3) years of combined professional-level experience and/or education that involves clerical or administrative support, bookkeeping, accounting, and general administrative work.
• Education involving business administration, public administration, or closely related field. Qualifying education post High School or equivalent may be substituted year for year for experience.
• Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services, foster care, courts, or behavioral health. Lived experience may substitute for one (1) year of education beyond high school equivalency and/or professional-level experience.

Preferred/Desired Qualifications

• Affordable housing, housing finance, or commercial real estate experience.
• Lived experience of homelessness or lived homeless system involvement.
• State government or state funding programs experience.
• Budget and accounting experience.
• Communications or marketing experience.
• Ability to communicate fluently and effectively, both verbally and in writing; writing skills necessary to develop letters and provide summary reports; comprehension skills to successfully translate verbal and written information.
• Professional, cordial interpersonal relationships, can-do attitude; maintain professional and respectful demeanor in stressful situations.
• Strong organizational and coordination skills to ensure a smooth-flowing, productive work unit.
• Ability to independently determine, organize, and prioritize workload.
• Ability to work under changing deadlines.
• Active Notary Public commission in Washington State.

Required Position Competencies

• Demonstrated skills in organization, team building, and succession planning.
• Demonstrated ability to collaborate and build partnerships, develop work teams, and work effectively with the authorizing and external environment.
• Demonstrated ability to manage and work with diverse personalities, styles, and cultures.
• Ability to apply negotiation and conflict resolution skills.
• Exceptional written and verbal communication skills, as well as interpersonal and relationship building skills.
• Knowledge of agencies, institutions, and processes involved in real estate development.
• Advanced proficiency with Microsoft Excel and ability to create and manipulate pro-form financial models.
• Intermediate skills in Microsoft Word, PowerPoint and Outlook.
• Collaborative team member that values diversity and can work effectively and positively with individuals of diverse cultural and socioeconomic backgrounds with an understanding of power, privilege and inequity.

Supplemental Information

This position will be duty stationed in our Olympia office and will be expected to come into the office 4 days per week, Monday through Thursday. This position is based in the Olympia office though occasional in-state travel to attend events or meetings may be required. Many Commerce employees work remotely or have a hybrid schedule. This recruitment may be used to fill future vacancies over the next 60 days.

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.