[Hiring] Administrative Support Specialist @State of Washington

Role Description

This home-based (remote) position is open to Washington residents and those living in Oregon and Idaho only. Work may be performed remotely or from our office located in Tumwater, WA, based on the employee’s preference.

The Administrative Support Specialist plays a crucial role in ensuring the smooth operation of the Office of Government and Community Affairs (OGCA) by providing comprehensive administrative support. This position encompasses quality assurance for administrative documents, coordination of meetings and events, and management of personnel processes, all while fostering collaborative relationships with internal and external partners. By effectively organizing resources and documenting processes, the specialist not only supports ongoing initiatives but also enhances the overall efficiency and effectiveness of the Office's mission.

This position requires working knowledge of the OGCA mission, its goals and objectives, and policies and procedures. Work is assigned and delegated by the Director of Public Health Systems and the Director of Performance and Policy.

Key Responsibilities Include:

• Executive & Office Administration
  • Document office administrative processes and maintain them electronically in SharePoint, Teams, and the Agency Share Drive.
  • Coordinate space management and assist in long-range planning for space utilization and renovations.
  • Complete special projects for OGCA Directors and Foundational Public Health Services enterprise, tracking progress, and providing regular updates on challenges.
  • Review and provide quality assurance oversight for administrative documents requiring signatures, and maintenance and creation of forms and templates.
  • Support payroll and attendance-keeping activities for the OGCA team.
  • Perform other duties as assigned by leadership.
• Meeting, Event, & Presentation Logistics
  • Organize and schedule meetings and events with internal and external partners for OGCA team members.
  • Provide note-taking, attendee support, Zoom/Teams set-up and management, technical coordination, and logistics for in-person, virtual, or hybrid meetings (e.g., FPHS, SHIP, PHAB).
  • Prepare meeting materials for partner engagements and coordinate with Communications to build presentation decks for directors.
• Travel, Training, & Conference Coordination
  • Arrange travel, handle conference registrations, and process reimbursements for team members.
  • Coordinate registrations, travel, reimbursements, and organizer communications for major agency-wide conference attendance.
  • Stay up to date with administrative training.
• Monitoring Personnel Actions, Recruitment, & Onboarding
  • Submit hiring tickets, schedule interviews, organize panel notes, and move candidates through the Online Hiring Center.
  • Assist with onboarding activities for new employees and monitor offboarding processes.
  • Maintain a real-time status report of vacancies, recruitments, and separations; prepare monthly status reports for the budget team and Deputy Chief of Policy.
  • Submit and track Service Central tickets for all OGCA personnel actions while identifying workflow improvements.
  • Serve as the OGCA coordinator for organizational charts; design and submit changes using Visio software.
• Partner Relationships & Backup Support
  • Build relationships with other administrative assistants by regularly participating in lead admin meetings.
  • Participate in events that support external and internal partner engagements.
  • Act as the backup to the Deputy Chief of Policy Confidential Secretary; maintain their calendar, manage meeting requests, and provide required materials during their absence.

Qualifications

• Four (4) years of experience providing administrative or operational support that included coordinating multiple administrative activities, maintaining records and documentation, preparing professional materials, tracking assignments or projects, and supporting leaders, teams, or programs.
• An associate degree or higher in business administration, public administration, office administration, organizational management, or a related field and one (1) year of experience providing administrative or operational support that included coordinating meetings or schedules, preparing documents or materials, maintaining records, and tracking assignments or projects.

Requirements

• Experience coordinating complex administrative activities, such as meetings, calendars, events, travel, reimbursements, records, or other office operations.
• Experience tracking multiple assignments, projects, or administrative processes and maintaining accurate status information, documentation, and deadlines.
• Skilled in preparing and reviewing professional documents, correspondence, presentations, meeting materials, or reports for accuracy and completeness.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams or comparable business productivity software.
• Experience organizing and maintaining electronic records, files, and shared documentation.
• Experience communicating and coordinating with internal and external partners to obtain information, schedule activities, resolve administrative issues, or complete assigned work.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Life and long-term disability insurance.
• Flexible spending and health savings accounts.
• Retirement plans.
• Paid holidays, vacation, and sick leave.
• Dependent care assistance and professional development opportunities.