Administrative Assistant; AA

Description

We are dedicated to growing a culture of belonging through our values:
Respect | Trust | Diversity | Inclusion | Equity. At the Department of Licensing (DOL), we recognize the importance of work‑life harmony and strive to create a culture where employees feel valued and respected.

We are recruiting two administrative assistants to support the Prorate and Fuel Tax Services (PRFT) and Licensing Customer Support Services (LCSS) sections within the Business & Professions Division.

The Business & Professions Division (BPD) oversees licensing and regulatory activities for 34 professions and 133 license types, and administers the PRFT, which manages the state’s fuel tax collection programs and the International Registration Plan (IRP) and International Fuel Tax Agreement (IFTA).

The LCSS team provides external‑facing, high‑quality support for more than 34 professions and 133 license types, helping Washington’s professionals obtain and maintain certifications and ensuring timely responses and excellent customer service.

We look for candidates with excellent communication skills, exceptional organization, and the ability to embrace a role of leadership and executive support.

As an administrative assistant, you will be the principal assistant to an administrator. While you will support either PRFT or LCSS, the core responsibilities are similar:

• Maintain the administrator’s email, calendar, and schedule.
• Act on behalf of the administrator as necessary, including signature authority on administrative correspondence.
• Supervise staff that provide administrative and clerical support to the section area(s).
• Coordinate leadership travel arrangements, create itineraries, compile expenditure reports, and prepare vouchers.
• Create and maintain section records according to state and agency retention schedules for public record requests.
• Act as an HR liaison within the division to assist with recruitments, documenting corrective actions, investigations, hiring, onboarding, and off‑boarding.
• Monitor monthly budget reports to reconcile and track expenditures and assist in establishing budget allotments.
• Help plan and coordinate unit‑wide projects and programs.
• Provide functional oversight of other leaders in many circumstances.

• Four (4) years of progressive experience in office, clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Two (2) years of the following:
  • Providing administrative support to a supervisor, work unit, or mid‑level manager, including scheduling meetings, managing a calendar, managing assignments, or acting as a delegated authority.
  • Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
  • Processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
• One (1) year of composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, and notes independently.
• Ability to:
  • Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behavior and decisions.
  • Promote and support a respectful, equitable, and inclusive workplace for all employees.
  • Promote and support respectful, equitable, and inclusive delivery of services to customers.
  • Take action to learn and grow.
  • Take action to meet the needs of others.

• Associate degree or higher.
• Experience in the following:
  • Leading or supervising a team, including guidance, cultivating teamwork, mentoring, or coaching staff.
  • Coordinating travel and meeting arrangements for staff using a travel expense management system or similar system.
  • Managing, coordinating, and archiving records according to approved retention schedules.
  • Monitoring budgets, tracking expenditures, and projecting budget needs.

• These roles will require you to work in the office at our Olympia, WA location every Wednesday and Thursday, and to provide in‑person coverage Monday through Friday each week, often by working additional days in office.
• Prior to a new hire, a pre‑employment check including a criminal record history will be conducted. Information from the background check will be considered in determining the applicant’s suitability and competence to perform in the position.

DOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take steps to ensure that people with disabilities are provided reasonable accommodation. We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ+, people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job, and we honor the name and pronoun you would like to be referred to in your materials.

For information about available accommodations, the interview process, or the position, contact Kyle Odell.