Program Coordinator

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse.

This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for a Program Coordinator for the External Affairs division. This position reports to the director of the External Affairs Division and is responsible for the front desk functions at the Legislative building. This position represents the Office of the Secretary of State and is the first point of contact for customers and dignitaries. The program coordinator provides a wide range of knowledge and services specific to customers of the Executive Office and supports the programs within the External Affairs Division.

• Acts as liaison between customers and the Corporations and Charities Division; explains detailed information about the available services, forms, and the online filing processes.
• Monitors the executive mailbox; forwards email to appropriate staff and programs.
• Operates the executive office phone line; assists callers with information or routes to appropriate division or agency.
• Responds to general inquiries from the public regarding OSOS programs, issues, and functions and how to access services.
• Greets in‑person customers which may include elected officials, foreign dignitaries, constituents, and the public.
• Exercises independent judgement in interpreting and applying rules and regulations.
• Coordinates with OSOS Communications Division to respond to constituent inquiries and comments in‑person, via phone and email.
• Supports OSOS Communications, Community Engagement, and the State Archives for Executive Office exhibits and events.
• Leads the planning of, and facilitates day‑of activities, for OSOS All‑Staff events.
• Assists in the set‑up of special office events.
• Provides support for programs within the External Affairs Division and Executive office tenants.
• Tracks and organizes project work and coordinates with other Executive Reception staff.

• Receives documents, correspondence, mail, or other items from Legislative Building tenants and state agencies.
• Screens, prioritizes, and distributes incoming mail.
• Prepares outbound mail and packages.
• Maintains front desk manual.
• Operates the online State Seal Store e‑commerce platform.
• Manages inventory stock for the State Seal Store; orders additional inventory as needed.
• Processes and fulfills online or in‑person transactions of flags and Legacy books.
• Coordinates with the Legislative Information Center for special requests of items purchased from the State Seal Store.
• Coordinates office projects that involve multiple OSOS programs.
• Inventories and maintains stock of the office supply room.
• Maintains, updates, and distributes executive and Office phone/contact lists.
• Manages OSOS conference room reservations across several buildings.
• Schedules meetings and coordinates events.
• Assists in the development of fliers and publications.
• Conducts routine housekeeping tasks within the executive office.
• Conducts opening and end‑of‑day tasks within the Executive Office as scheduled.

• Provides dedicated backup support to the Address Confidentiality Program.
• May support ACP Mail Operations Supervisor by acting as legal agent for service of process on behalf of ACP participants.
• Supports ACP mail operations as required.
• Provides support to the External Affairs Administrative Assistant as needed.
• Provides backup support for Combined Fund Drive and Productivity Board as needed by the…