Administrative Assistant

Administrative Assistant
- Full-time, Permanent

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse.

This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

The Washington State Library connects people to the power of libraries. As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days. Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.

The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming. Additionally, the Washington State Library provides services to state prison and state hospital libraries. OSOS also operates the Washington Talking Book & Braille Library (WTBBL) in Seattle, a library for people unable to read standard print.

• Supports Program Manager by managing their calendar and keeping them informed of significant and important tasks and activities requiring their review or action; collects and organizes information from ILS staff, communicates assignments, calls attention to deadlines, and obtains progress reports.
• Arranges for transportation and accommodations for Program Manager.
• Acts for or in the place of the supervisor and other professional staff at select WSL events.
• Prepares agendas for meetings, notifies conferees, attends meetings, takes notes of significant parts of discussion, and prepares minutes.
• Reviews the work of ILS staff for completeness to assure that input-output is in compliance with laws, rules, policies, procedures and standards.
• Supports the hiring, recruitment, and onboarding for new employees.

• Facilitates and contributes to specialized projects including but not limited to grant work, special collections, reentry resources, branch programming, and outreach
• Coordinates/schedules programming activities with external organizations and presenters for ILS branches
• Researches program-related problems and develops solutions and/or recommendations
• Arranges for transportation and accommodations for ILS staff
• Prepares purchase requests and orders supplies, publications, and other materials for branches with manager approval.

• Contributes to project work, including but not limited to grant work, document management, special collections, reentry resources, and outreach.
• Prepares purchase requests and orders supplies, publications, and other materials for branches with branch supervisor approval.
• Coordinates the management of the online file repository with Institutional Librarians.

• Two years of administrative support experience in any combination of the following: coordinating office operations, managing travel arrangement and payments, managing multiple calendars and projects, record keeping, bookkeeping, or budget monitoring, arranging payment for office expenses, planning and coordinating office and public events.
• Ability to read and write English language.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.

• A bachelor’s degree in business administration, public administration, or closely allied field.
• Familiarity with Spring Share applications such as Lib Guides and Lib Connect.

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