• Provides high-level, complex support to the AD including gatekeeping, reviewing, and approving all documents and HR material for signature, managing the AD’s schedule, coordinating meetings and events, travel arrangements/reimbursements, and meeting preparation.
• Makes decisions and acts on behalf of AD in administrative matters. Uses independent judgment and maintains a high level of confidentiality.
• Tracks, prioritizes, and coordinates cross-division responses and tasks assigned by the Director’s Office, Governor’s Office, the Office of Financial Management, Commerce Executive Leadership Team and other internal or external and executive staff.
• Manages and coordinates work flows and ensures completion of multiple, simultaneous activities, including policy efforts, energy programs, HR actions, major projects/studies, agency assignments, etc.
• Screens, sorts, and annotates AD’s incoming phone calls, mail, and email. Responds to inquiries regarding the operation of the department and division. Serves as the liaison officer with the Governor’s Office concerning public complaints or problems. Develops written and oral responses and highlights particular items for AD or Energy Management Team’s attention and maintains follow-up.
• Ensures AD is aware of internal and external deadlines and assists in prioritization of work activities. Serves as liaison between AD and Energy Management Team and other agency staff, transmitting assignments, reviewing for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.
• Reviews, corrects, tracks, and approves all materials for AD signature including contracts, personnel documents, correspondence, travel requests, and purchase requests for 30ish staff members.
• Develops and maintains division standards and procedures to ensure adherence to agency policies and division guidelines regarding budgeting, personnel actions, and contract administration.
• Investigates operating methods and procedures in various agency and division functional areas and develops and offers improved methods. Drive continuous improvement for processes and for the AD.
• .
• Tracks and coordinates for division all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the Management Team when responding to agency assignments.
• Track and oversee division response to all deadlines, including Success Factors, mandatory trainings, etc.
• Serves on the agency Policy Committee and serves as division expert on agency policies, procedures, and practices. Division contact for questions, clarification, and for guidance on preparing quality work that follows agency policy.
• Leads and facilitates meetings with the Division’s Lead Support personnel.
• Leads the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness that meet the needs of Energy’s internal and external customers. This includes working with Lead Support and Management Team to create procedures on travel, purchasing, contracts standards, delegated signature authority, correspondence, time accounting, and other operational guidelines.

 
Required Qualifications:

• High school graduation or GED.
• Three years of recent progressively responsible office/clerical or general administrative work.
• Experience taking meeting minutes/notes.
• Experience proofreading and finalizing documents, including editing for clarity and content, and identifying and correcting errors in grammar.
• Experience managing multiple and competing priorities.
• Experience using the following computer software programs (or equivalent):
  • MS Word – to create, format, edit, print, and save documents.
  • MS Excel – to create and manipulate spreadsheets, tables, and reports.
  • Outlook to compose, send/respond to email, organize email into folders, use the calendar feature to manage calendars, schedule meetings, and set appointments.

Required Competencies:
Self-management

• Exhibits integrity, honesty and efficient and effective use of work time and resources.
• Follows-through on assignments and projects.
• Accepts personal responsibility for the quality and timeliness of his/her work.
• Keeps commitments made and initiates adjustments when they cannot be kept.
• Participates in opportunities to enhance knowledge and skills that relate to job assignments or responsibilities.

Communication

• Provides timely responses to emails, phone messages and mail.
• Participates in unit and division meetings in an active and constructive manner with open communication.
• Asks for assistance when needed.
• Possesses excellent written communication skills with experience writing executive letters and professional correspondence for public dissemination.

Work Processes and Results

• Understands the relationship of their position to the organizational mission.
• Is familiar with the program budget as it relates to their responsibilities.
• Informs supervisor of appropriate issues and identifies alternative solutions

I want to work for Commerce! How do I apply?
 
In addition to completing the online application, applicants must attach the following documents to their profile in order to be considered for this position:

• A letter of interest describing how you meet the specific qualifications for this position;
• A current resume detailing experience and education; and
• A list of at least three professional references.

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified and documentation may be required.
 
For questions about this recruitment, please contact Lindsey Henderson at 360-725-2650 or Lindsey.Henderson@commerce.wa.gov.
 
 Who we are:

At Commerce, we’re a little different. Our Olympia offices are open Monday through Friday (flexible schedules are available). Many of our employees bike year round. We also have an active bicycle loaner program. 

Washington State offers commuting programs, including free, subsidized and reduced public transportation incentives.  There are approximately 300 employees in our agency. We are committed to our work and value balance in our personal lives. We hire people for a position and encourage them to train for growth opportunities.

What we do:

We are the lead state agency charged with enhancing and promoting sustainable community and economic vitality in Washington. We administer a diverse portfolio of more than 100 programs and several state boards and commissions, all focused on achieving one clear and simple mission: to grow and improve jobs in Washington.

Our key customers include businesses, local governments and community-based organizations. We also play the crucial role of convening numerous local, state, regional and federal partners and stakeholders, public and private. Together we work to support the Governor’s priorities and achieve shared goals and objectives for the citizens of Washington.


Not from Olympia?
 
As the state’s capitol, Olympia is located off Interstate 5 at the south end of the Puget Sound roughly half-way between Seattle and Portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlands.  With year-round art festivals, parades, theater shows, concerts, and community events, Olympia and its surrounding cities have something for everyone. For parents, it boasts some of the best schools in the nation and the renowned HandsOn Children’s Museum.  Home to two universities (The Evergreen State College and Saint Martin’s University), Olympia residents also have the opportunity to pursue a degree while working!

Special Notes:

This position is covered by a union security provision. Therefore, as a condition of employment, candidates who are appointed are required to become members of the Washington Federation of State Employees, or pay other representational fees within the first 30 days of employment.

Additional Information:
 
The Washington State Department of Commerce complies with the employment eligibility verification requirements of the federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment. 

The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may call Human Resources at (360) 725-2650. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.