Administrative Assistant - Internal

Description

This opportunity is available only to current Internal Employment Security Department employees. This non-permanent, four-month position ends October 10, 2026, and is eligible for full-time telework; it is primarily virtual, with occasional in-office meetings as business needs arise.

Administrative assistants are the backbone of our agency, and in this role, we rely on you to be a steady, positive influence who ensures daily operations run smoothly. The ideal candidate is a confident, highly organized professional who excels at leading administrative functions and representing the Innovation & Technology Services Division with professionalism and sound judgment.

They bring at least one year of experience directing or guiding others and have a strong track record of managing complex office operations in a fast-paced, service-driven environment. They are skilled at coordinating workflows, improving processes, and ensuring smooth daily operations. They are also adept at facility planning, purchasing, inventory management, HR-related procedures, and recruitment coordination, serving as a reliable point of contact for I&T staff and agency partners.

This candidate thrives in a collaborative environment, anticipates operational needs, and contributes to division-wide strategic and process improvement efforts. They take initiative, lead with professionalism, and help standardize administrative practices to support the mission and priorities of ESD’s Innovation & Technology Services Division.

Manage administrative operations and coordinate administrative support. Tasks include:

• Responsible for daily and routine administrative operations activities and communications, monitors information, requests, and internal assignments to ensure timely completion; lead and assist in administrative projects and budget process assignments.
• Prepare, proofread, review, and manage correspondence on behalf management for unit, division, agency; and public release; responsible for collecting and maintaining all requisite receipts; and documentation to ensure proper agency, state and federal audit and reporting standards are met.
• Budget, organize, schedule, manage, and coordinate employee engagement and training events and functions, including events that may exceed several hundred attendees: responsible for event facility arrangements and logistics; prepare and distribute agendas, handouts, Years of Service (YOS) awards/gifts, and training materials.

Provide human resources administrative support. Tasks include:

• Consult with Management Analyst on human resources actions; ensure personnel actions and HR processes are performed in compliance with policies and procedures.
• Maintain confidentiality for HR related items.
• Prepare, process, and assist in tracking all evaluations, personnel, and position actions; inform management about deadlines and policies related to personnel and position actions processes and procedures; correctly complete HR paperwork (i.e., recruitments, on-boarding, and off
  -boarding, evaluations, position descriptions, personnel actions, etc.) in a timely manner.
• Initiate HR actions; submit EPARs in an accurate and timely manner; proofread and verify correctness of personnel and position actions; obtain required signatures from proper parties; upload final version to ESDocs and distribute to appropriately; proactively and independently seek input from management and HR when uncertain of procedures, content, and policies related to EPARs and HR actions.

Provide fiscal administrative support. Tasks include:

• Research operating procedures with other agencies, establish procedures and development for improved administrative methods.

Qualifying candidates will meet one of the following criteria options:

All options below must include at least one (1) year of leading or directing others.

Option 1:

• Five (5) years equivalent education/experience.

Option 2:

• One (1) year as an Administrative Assistant 3 OR
• Two (2) years as an Administrative Assistant 2.

Option 3:

• High school diploma or equivalent AND
• Four (4) years progressively responsible clerical, office or administrative experience.

Option 4:

• Bachelor’s…