Administrative Assistant

Administrative Assistant 4

At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places.

Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you.

Let's build what's next, together.

Mission:
The Department of Commerce's (Commerce) mission is to grow and improve jobs in Washington by championing thriving communities, a prosperous economy, and a sustainable infrastructure. We build, serve, and invest in communities across the state, centering equity in all we do.

Key Goals:
The Contracts and Compliance Division (CCD) Division provides expert consultation and training to more than 450 programs in contracts, ethics, internal controls and audits, as well as manages the agency's office services.

Outcome Measures:
This position helps meet CCD goals through three outcome measures:
Engaged Employees, Engaged Stakeholders, and Optimized Operations aligned with divisional needs.

Position Objective:
This position is part of the CCD Management Team and is responsible for providing professional administrative support to the Chief Contracts & Compliance Officer (CCD AD) and supervising CCD administrative staff.

Provides administrative support to the CCD AD:

* Provides professional, complex administrative support to the CCD AD including management of all email correspondence, prioritizing incoming requests, proofing all documents, managing CCD AD's schedule, coordinating meetings and events, travel arrangements and reimbursements, and meeting preparation.

* Exercises independent judgment and make decisions on behalf of the CCD AD relative to administrative management. Authority includes, but is not limited to, determining urgency, priority, and relevance of documents, and electronic and oral communication intended for the CCD AD's attention and/or approval.

* Use sound independent judgment and maintain high level of confidentiality.

* Tracks, prioritizes, and coordinates responses and tasks assigned to CCD AD by the Director's Office, Director's Executive Team, Governor's Office, state agencies, and others as appropriate.

* Screens, sorts, and annotates CCD AD's incoming phone calls, mail, and email. Responds to inquiries regarding the operation of the agency and division. Develop drafts of written and oral responses and highlight particular items for CCD AD or CCD Management Team's attention and maintains follow-up.

* Ensures CCD AD is aware of internal and external deadlines and assists in prioritization of work activities. Serves as liaison between CCD AD and other agency staff, transmitting assignments, reviewing for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy and CCD AD's priorities.

* Reviews, corrects, tracks, and approves all materials for CCD AD signature including contracts, personnel documents, correspondence, travel requests, and purchase requests for division staff members.

* Manages CCD AD's delegation of authority to specific CCD staff, ensuring delegations are current and appropriate.

* Assists with onboarding of new hires, including completion of internal HR forms, equipment provisioning and supply ordering, and general onboarding; ensures the new employee checklist is completed, benefit enrollment, and hard copy and electronic file management. Oversees payroll activities for the CCD AD, ensuring that leave slips and time sheets are entered and approved accurately and timely.

* Manages recruitment process when CCD AD is the hiring manager.

* Assists the CCD AD in monitoring the division budget, related purchasing, and budget planning.

* Assists the CCD AD with drafting, proofreading and/or conducting research.

* Assists the CCD AD in general operations management that consists of facilities/workstation management, human resource (HR) planning, and conducting operational performance assessments as it relates to the division's performance goals.

* Addresses division and agency groups on efficiencies, department and division functions, and policies; answers questions regarding the operation thereof.

* Provides interpretation or explanation of CCD AD's strategic plan, directives, and assignments.

* Prepares correspondence for CCD AD; exercises signature authority on administrative…