Headed by an elected state official, the Office of the Secretary of State is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and maintaining the Washington State Library. The office also administers the Address Confidentiality Program, Legacy Washington and the Combined Fund Drive. Visit our website at: www.sos.wa.gov.

This position reports to the deputy director of the Community Programs Division and is responsible for the front desk functions inside the Washington State Capitol.  This position represents the Office of the Secretary of State and is the first point of contact for customers and dignitaries. The program coordinator provides a wide range of knowledge and services specific to customers of the Executive Office.

• Acts as liaison between customers and the Corporations Division; explains detailed information about the available services, forms, and the online business application process
• Independently provides information about entities and filings handled by the Corporations Division; responds to questions regarding programs and advises customers of proper procedures to access services
• Exercises independent judgment in interpreting and applying rules and regulations
• Reviews and completes assigned filings
• Assists walk-in customers and other agencies
• Attends Corporations Division Phone Team meetings
• Works to troubleshoot and resolve customer problems or issues; directs customers to Corporations specialists when necessary

Provides support to Executive Office and Community Programs Division

• Assists callers with information or routes to appropriate division or agency
• Greets walk-in customers which may include elected officials, foreign dignitaries, constituents, and the public
• Provides general support to all programs of the Executive Office
• Assists in set-up of special office events
• Completes online and in-person transactions of flags and Legacy books
• Coordinates office projects that involve multiple OSOS programs
• Conducts research for program managers on a wide range of topics
• Schedules meetings and coordinates events
• Assists in the development of fliers and publications
• Screens, prioritizes and distributes mail
• Maintains front desk manual
• Provides backup responses to SOS web account requests
• Assists in set up and greeting of guests, including dignitaries, for office receptions, meetings, and events
• Provides support for programs within the Community Programs Division
• Procures items and secures sponsorships for Combined Fund Drive events
• Provides logistics support to the Legacy Washington events and projects
• Provides backup support for the Address Confidentiality Program
• Inventory’s office supply room

Bill Chaptering

• Sets chapter numbers for approved legislation
• Sets effective dates for approved legislation pursuant to Washington State Constitution
• Maintains close relations and strong communication with Code Reviser and Governor’s Office during the bill chaptering process
• Maintains close relations with House and Senate
• Coordinates printing of bill covers

Miscellaneous

• Back up State Seal – Inventory Control
• Other duties as assigned

• Two years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating 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

Desired Qualifications:

• Microsoft Excel experience that includes formatting, finding and replacing data, working with basic formulas and functions, and use of templates, styles, AutoFormats, and multiple worksheets
• Experience working in state government and/or with the legislative process
• Experience working with a variety of internal and external constituencies
• Experience with Adobe Suite software such as InDesign and Photoshop to produce forms, flyers, calendars and booklets

How to Apply

• To be considered for this position you must attach a resume and a letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position. You must also include three professional references.
• You must complete the supplemental questions at the end of this application.  Incomplete responses such as “see resume” will not be considered.  In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process.  You must redact your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, race, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 704-5212.