Administrative Assistant

Position: Administrative Assistant 4
Are you a highly skilled administrative professional with a sharp eye for detail? Do you possess that unique mix of sensitivity, directness, and organizational abilities that allows you to easily coordinate and monitor the work of others? And, would you thrive in a dynamic environment where belonging is valued, and your work will make a difference? If this sounds like you, the role of Administrative Assistant 4 at the Department of Retirement Systems may be the perfect opportunity for you!

This recruitment will remain open until filled. Applicants who apply by 11:59 pm (PST) on Tuesday, February 10, 2026, will get first consideration. The hiring manager reserves the right to make a hiring decision at any time during the recruitment process.

This search will include a proctored assessment which is tentatively scheduled between February 18 and 20th and in-person interviews tentatively scheduled between February 24 and 26th.

The Opportunity:

We are searching for a talented, experienced Administrative Assistant to provide professional administrative support for the Assistant Director of our Member Operations Division (MOD). In this role, you will perform a wide variety of complex and confidential administrative duties in support of the Assistant Director and the division.

Some of what you'll do includes:

* Reviewing and finalizing administrative decision letters and other documentation by ensuring accurate legal citations; plain-talk/accessible language; and proper formatting, grammar, and spelling.

* Coordinating the logistics of meetings with DRS team members and stakeholders as required; arranging conference/video calls and reserving conference rooms; preparing meeting agendas and attending staff meetings; taking notes/meeting minutes and providing follow-up information.

* Managing attendance, timesheets, telework agreements, and overtime scheduling/tracking for MOD team members.

* Monitoring the division's budget, providing monthly reports, and reviewing invoices to ensure responsible stewardship of state funds.

* Coordinating and managing the flow of information and data for division initiatives.

* Coordinating and monitoring team tasks and deliverables from the point of inception to completion.

* Responding professionally and clearly to emails, phone calls and other correspondence on behalf of the Assistant Director.

NOTE:

After successful completion of the review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework up to one day per week, at the discretion of the Appointing Authority and with a telework agreement in place. The ability to work remotely is dependent on the nature of the tasks and projects assigned and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity.

You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule, whenever necessary, to complete work assignments, attend mandatory meetings, trainings, etc., at the DRS facility.

What we're looking for (required qualifications):

Experience for qualifications can be gained through various combinations of professional employment, education, and volunteer/personal experience. Experience can be concurrent:

* Proven, progressively responsible experience providing high-level secretarial or administrative support for a mid-level or executive manager. (This is typically gained from a minimum of four (4) years of full-time experience);

In addition to the above:

* Demonstrated ability to accurately produce and edit correspondence, emails, briefing and summary documents (e.g. meeting minutes, procedures, reports etc.);

* Proven ability to gather, analyze, and clearly communicate information in support of administrative functions and special projects;  

* Demonstrated ability to coordinate and monitor team work tasks and deliverables from the point of inception to completion;

* Ability to understand complex rules and regulations and familiarity with Washington State RCW, WACs and policies;

* Intermediate to advance proficiency in Adobe Acrobat and Microsoft Office products (Outlook, Word, Excel, Teams and SharePoint, version 2016 or newer).

* Proven ability to maintain confidentiality, discretion and trust in the performance of job duties; and

* Demonstrated proficiency in the following competency areas:

Communication

Effectively conveys information in writing and through the spoken word, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Sees communication as a vital component of high performing teams.

Customer Focus

Dedicated to meeting the expectations and requirements of customers. Delivers high quality services and products. Establishes and maintains effective customer relationships. Committed to continuous improvement and always acts with the customer in…