Administrative Assistant 5

Monday - Friday | 8AM - 5PM | HYBRID

NOTE:

The hiring authority reserves the right to offer the position at any time after the required posting period, and during the recruitment process. It is to the applicant's advantage to apply as early as possible.

DES provides centralized business services to state government agencies; to other public entities such as cities, counties and tribes; and to Washington residents. DES’ mission is to strengthen the business of government for a sustainable and just future.

In this position, you will serve as primary administrative support to the Chief Human Resources Officer (CHRO), managing HR division operations and advancing key strategic priorities. Exercising independent judgment and delegated authority, you will oversee complex administrative assignments, lead division-wide initiatives, and coordinate multi-faceted projects across organizational functions. Additionally, you will ensure seamless daily operations by maintaining effective records management and retention compliance, managing division resources, and facilitating critical agency activities that directly align with and advance our overall mission.

• Act on behalf of the CHRO in administrative matters, serving as the primary administrative liaison between HR leadership, executive leadership, agency divisions, and external clients.
• Manage complex scheduling for the CHRO and HR leadership, prioritizing calendar requests and coordinating travel arrangements.
• Oversee day-to-day HR division administrative operations, including drafting correspondence and reports, managing confidential information, and adjusting priorities to meet changing needs.
• Organize and support division meetings and events by preparing agendas and materials, managing virtual and technical logistics, and tracking follow-up action items.
• Plan, organize, and coordinate complex HR administrative projects from start to finish, establishing timelines, monitoring deliverables, and overcoming operational barriers.
• Develop, maintain, and track systems to monitor assignments, deadlines, decisions, and follow-up activities across multiple HR functions.
• Gather and review information from varied sources to resolve inconsistencies, liaising independently with staff and divisions to keep projects moving forward.
• Coordinate division-wide HR records management, archiving, and disposition in accordance with retention schedules, collaborating directly with the agency records officer and State Archives to resolve complex compliance issues.
• Review current filing systems to identify compliance gaps, developing and implementing streamlined tracking systems and processes to manage retention requirements and prevent recurring issues.
• Coordinate and track key administrative processes across HR, including public records requests, legislative implementation plans, and associated staff follow-up.
• Serve as the primary administrative point of contact for executive leadership, facilitating seamless scheduling, correspondence, and meeting management between HR and the Director’s office.
• Other duties as needed.

To qualify for this role, a candidate must possess advanced competency with the demonstrated ability to perform the following:

• Manage administrative matters for an executive leader, make decisions within assigned authority, and recognize when direction or approval is needed.
• Anticipate administrative needs, organize work, and adjust priorities to meet changing demands and deadlines.
• Coordinate projects involving multiple people or teams, resolve administrative problems, and follow assignments through to…