Administrative Assistant (Aa4) Non-Permanent: Olympia/Telework

Description

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Our ideal candidate is dedicated to fostering an inclusive environment in the workplace and engaging in crucial conversations. They are known for being highly organized self-starters and are excited by discovering new and better ways to do their work.

As the Administrative professional (AA4), you will report directly to 2 WMS Band 3 (deputy level managers) within the UI Customer Support division. Both managers, UISCD Strategic Initiatives Manager and UISCD Programs and Integrations Manager provide statewide strategic leadership for the unemployment insurance tax, wage and benefits programs. In addition, you will perform direct administrative support to the UICSD Training Manager and the Training, Technology & Planning team. Exercising delegated signature authority and independent judgement when making decisions and taking actions on behalf of division deputy level management. Serving as an initial point of contact for the Programs & Integration Manager and Strategic Initiatives and Planning Manager. Regularly interacting with constituents, divisional leadership, supervisors, stakeholders, agency partners, and agency staff. You'll directly assist agency leadership with the implementation of strategic objectives necessary to provide effective services to UICSD internal and external customers. Additionally, you will serve as back-up to the division’s Administrative Assistant 5 and are responsible for confidential administrative assistance to the Assistant Commissioner of UI Customer Support in their absence.

Duties

In this critical role you are responsible for the daily administrative operations for management and team, answering questions from internal and external customers regarding agency and division operations, functions and policies. You will assess the needs of the unit and division necessary to meet agency business needs, plan and coordinate the delivery of services and products within budget parameters and time constraints.

Some of what you will do:

• Approve division timekeeping, timekeeping corrections, employee leave requests, system access security requests, and travel and expense reimbursement requests.
• Exercise delegated decision making authority in administrative matters and negotiating the terms and conditions of contracts.
• Represent management for matters related to budget, attends budget and leadership meetings
• Monitor and verify the accuracy of expenditures, prepare budget analysis using various formats i.e. using PowerPoint, Excel graphs and spreadsheets.
• Participate in HR meetings, act as a representative of management.
• Exercise sound judgement and demonstrate a high level of confidentiality, integrity, professionalism, competence and composure in all HR matters.
• Draft personnel actions, positions descriptions and evaluations on behalf of manager
• 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.

To request a detailed position description, click here.

Qualifications

• Demonstrated ability to respect and maintain confidentiality.
• Demonstrated ability to solve problems, effectively communicate and maintain composure in adverse and highly emotional or stressful situations.
• Demonstrated ability to provide excellent and responsive customer service.

• Prior experience making decisions on behalf of management in a professional setting.
• Superior customer service skills.
• High self-motivation, self-management and detail oriented.
• Ability to take personal responsibility in meeting deadlines and making progress without direct supervision.
• Strong interpersonal skills and ability to maintain composure under pressure.
• Excellent at communicating verbally and in writing with all levels of management, staff and the public.
• Ability to prioritize performing tasks in order to complete assignments on time.
• Ability to handle multiple interruptions through the day.
• Knowledge of government administrative procedures and policies.
• Knowledge of human resource principles and procedures.
• Knowledge of Adult Learning Theory.
• Knowledge of LEAN and Human Centered Design tools.
• Ability to manage workload, plan and organize assignments to create timely and accurate business products.
• College-level course work in secretarial science, business administration, accounting communications or other related areas of study

• Must be able to pass an Unemployment Insurance (UI) Claim & Benefit Information Review.

Please submit only the required documents as noted below and ensure all Personal Identifying Information (PII) such as Social Security numbers etc. are edited out of your materials for privacy.
Attach your Resume and Cover Letter with yourOnline Application through the "Add Attachments" field. A resume will not substitute for the "work experience" section of the application or vice versa. Applications with blank fields, or supplemental question responses with comments such as "see attachments" may be considered incomplete.

Supplemental Information

Ouragency's mission and valuesdrive every decision that we make, determine how we interact with others and are at the core of who we are. We value Access, Love, Belonging, Equity, and Stewardship. We understand that a work environment that respects your work/life balance is key; that's why many of our positions are eligible for flexible work schedules and teleworking opportunities. Through support, value, and trust, our employees are empowered to grow and develop into their best self.
Opportunity for All
We strive to create a working environment that includes and respects cultural, ethnic, racial, religious, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, people with disabilities, people over 40 years of age, people with religious beliefs, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.
The Employment Security Department is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities.
If you are a person needing assistance in the application process, if you need this job announcement in an alternate format, or if you have general questions about this opportunity, please contact Jeanette Nelson or 564-200-2475 the Talent Acquisition Team, athrrecruiting@esd.wa.govor Washington Relay Service 711. If you are having technical difficulties creating, accessing, or completing your application, please contact careershelp@des.wa.gov or (360) 664-1960 or toll free (877) 664-1960, Washington Relay 711.