• Serve as a liaison between the Managing Director and other staff members, transmitting assignments, ensuring deadlines are met, and reviewing for appropriateness and consistency with agency policy; and type, copy and file correspondence, reports, contracts, and fiscal documents as requested by unit staff.
• Copy, scan and file paper and electronic documents for the unit.
• Develop and maintain unit standards and procedures to ensure adherence to agency policies and division guidelines regarding budgeting, personnel actions, and contract administration.
• Exercise delegated signature authority for correspondence, purchasing, travel vouchers, invoices, and timesheets when needed.
• Coordinate the daily activities of the Managing Director with other internal and external calendars, based on unit and division priorities.
• Update program and project SharePoint sites and coordinate web site changes with division contacts, based on information received from program staff and Managing Director.
• Complete and submit forms as requested from unit staff.
• Enter contract information received from staff into program, agency and federal contracts databases. Work with LGD Budget Manager to establish appropriate budget and accounting coding nomenclature.
• Ensure Position Description Forms, work schedules, and telework agreements are kept current for the unit.
• Coordinate all personnel actions for the unit, including recruitment, selection, interview, appointments, promotions, and on-boarding of new employees.
• Assemble application information material into notebooks and packets.
• Serve as registrar and administrator for video based webinars and video conferences sponsored by Unit programs. Resolve technical issues that arise before and during the video conferences.
• Receive, open, date stamp, sort, and distribute mail for staff
• Package, and mail contracts with appropriate program specific requirements including invoices, notices to proceed, contract management information and other forms and send to contractors
• Package, route, and track documents needing approvals through to completion
• Serve as the unit records coordinator

• A high school diploma or GED.

Required Experience:

• Three years of professional level experience in office administration, bookkeeping, accounting, or general administrative work.
• Formal higher education may substitute year for year for required experience.

Required Competencies:

• Accountability–Meets commitments, works independently, accepts accountability, handles change, sets personal standards, stays focused under pressure, and meets attendance/punctuality requirements.
• Integrity–Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, and conveys good news and bad.
• Communication–Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills.
• Customer Service–Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands company products and services, maintains pleasant and professional image.
• Teamwork–Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.
• Computer Skills–Advanced skills in the use of Microsoft Office programs (Word, Excel, Outlook, PowerPoint, and Access). Skilled in the use of computers, adapts to new technology, keeps abreast of changes, learns new programs quickly, use computers to improve productivity.
• Organizational Savvy–Operates within the organization’s formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others’ roles and perspectives, can sell projects and ideas across the organization.
• Results Focus–Targets and achieves results, sets challenging goals, prioritizes tasks, overcomes obstacles, accepts accountability, sets team standards and responsibilities, provides leadership/motivation.

Desired Qualifications:

• Knowledge of Community Assistance and Research programs and their clients (i.e. local governments, state and federal agencies, nonprofit organizations, elected officials, legislative staff, OFM, etc.).
• Knowledge of state policies and regulations, including basic accounting procedures (i.e. OFM SAMM manual, DES procurement processes, agency policies and procedures, etc.).

In addition to completing the online application and answering the supplement questions, 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. Our parking is free.  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.

If this sounds like a good fit for you and you meet the qualifications, we encourage you to apply.

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.