Administrative Specialist

Please Note: The starting salary offer will be determined based on the successful candidates’ qualifications within the starting salary range of $69,000 – $78,000 annually. There is career salary growth beyond this starting range for the successful candidate.

Hybrid: Our physical office is in Olympia, WA. We offer flexible work schedules and locations. This is a hybrid position that allows teleworking. However, you will need to travel to in-person activities, meetings, and events according to business needs frequently.

The Office of Financial Management (OFM) serves as the backbone of Washington state government. Our mission is to make our state a better place by connecting people, budgets, policies, data, and systems for state agencies and the Legislature. Our team includes budget advisors, researchers, and other experts, all dedicated public servants working towards an equitable future for every Washingtonian.

If you want to play a key role in enhancing how state government serves its citizens, you’ve found the right place. Join us in making a meaningful difference for every Washingtonian!

• Independently create, maintain, and troubleshoot onboarding and offboarding portals, forms, checklists, and workflows.
• Responsible for managing onboarding and offboarding activities in NEOGOV for all employee movement, by creating/updating new hire forms, checklists, and workflows; collaborating with stakeholders involved to ensure information is current, accurate, and efficient.
• Troubleshoot and assist customers with technical issues. Train new users on how to navigate/use NEOGOV Onboard as it relates to their role, e.g., Manager, HR User, Employee.
• Independently work with NEOGOV Onboard customer service help desk/program developers and the Department of Enterprise Services NEOGOV liaisons to resolve issues encountered within the system or initiate program enhancements.
• Track system updates and take training on new enhancements to the system, and provide information learned to the HR Operations Team and/or others on a need-to-know basis.

• Independently manage the onboarding process for new hires for all agencies OFM HR supports.
• Coordinate/Conduct I-9 verifications. Understand and independently research federal rules and regulations to educate new hires and supervisors of I-9 requirements.
• Coordinate with supervisors and new hires to ensure SNAP tickets and new employee checklists are completed in NEOGOV Onboard.
• Serve as a point of contact for employee questions on first day expectations/forms. Liaison between new employees and onboarding divisions, coordinating new hire needs.
• Collaborate with OFM HR Culture & Development Team for New Employee Orientation scheduling.

• Subject matter expert on records retention and management for all physical and electronic files, which include position files, personnel files, medical files, shared drive files, SharePoint files, litigation hold requests/files, Public Disclosure Requests, and other administrative files.
• Collaborate with OFM HR to manage records retention and ensure documents adhere to the State’s retention schedules and train the team on proper records management.
• Partner with Legal & Contracts Records Officer to keep up to date on records retention and changes to the records schedule. Attend quarterly OFM Record Coordinator Meetings.
• Coordinate and respond to litigation holds and public records requests. Search and provide information/documents as requested by the agency's public records officer.
• Lead records inventory project biannually or as requested by the Legal & Contracts Records Officer. Work with the OFM HR team to identify and disclose records, ensure proper retention or archive/destruction of records.
• Maintain and organize all active physical and electronic files, such as position files, personnel files, medical files, shared drive files, SharePoint files, litigation hold requests/files, and other administrative/employee files. Track documents and maintain spreadsheets, specifically for non-disclosure…