ADMINISTRATIVE ASSISTANT 2
Full Time
Tumwater, WA
Posted
Job description
Description
This project position is currently funded through March 31, 2023.
Please note: Interviews for this position will be conducted on an on-going basis, with first review of applications to begin on Thursday, August 25, 2022 . It is in the candidate's best interest to apply as soon as possible. The hiring manager reserves the right to fill the position at any time.
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.
Administrative Assistant2
Project (Limited Duration), Full-time
Project (Limited Duration), Full-time
The mission of the Washington State Library’s Library Development program is to meet the information needs of all citizens of the state of Washington through developing, supporting, and promoting libraries of all kinds. This is accomplished by implementing statewide programs and projects, awarding grants, providing training and other technical assistance, and timely communication to local libraries.
This position provides administrative and staff support services to the Library Development Program in order to manage the funds for libraries and museums in the state of Washington from the Institute of Museum and Library Services (IMLS) as part of the American Rescue Plan Act (ARPA). These activities include, but are not limited to, development of electronic communications for receipt by library staff throughout Washington, support for grant administration, support for other library development staff, and compiling reports for the use of the Washington State Librarian and the Library Development Manager.
Duties
Administrative Support for Grant Administration
Tasks include:
- Directly supports LSTA Coordinator and Grants Administrator with various aspects of managing grants. May act on behalf of the Library Development Manager in their absence in regards to manners involving grant administration.
- Maintains knowledge of federal and state rules, policies and procedures in order to assist the GCC – Lead and other internal and external staff involved in grant related work
- Reviews and processes incoming Professional Development (PD) Grants applications exercising independent discretion on behalf of the Library Development Manager (LSTA Coordinator)
- Supports the development and completion of the IMLS LSTA State Programs Report in coordination with the LSTA Coordinator and Grants Administrator
- Processes grant claims and reimbursements when additional support is needed
- Back-up for Library Council of Washington arrangements
- Provides other grant cycle support as needed
Support for Project Managers
Tasks include:
- Helps manage travel; this includes travel vouchers and making travel arrangements; travel reimbursements and expenditures
- Purchases, receives, and processes purchased items
- Reviews work of professional staff to assure that input/output is in conformance with rules, law, policy and standards when such review requires substantial knowledge of the work performed
- Reviews and researches operating procedures and problems; develops solutions and/or recommendations
- Supports registration on behalf of attendees for conferences, trainings, maintains registration information, and related handouts as needed
- Lobby support
General Office Support and Miscellaneous Activities
Tasks include:
- Orders supplies and monitors inventory of general office supplies
- Schedules meetings; coordinates and prepares agendas; prepares meeting minutes
- Assist with other department projects as assigned
Qualifications
Required Qualifications
- Ability to read and write English language
- Two years of administrative support experience drafting correspondence and any combination of the following: Coordinating office operations; Managing travel arrangements and payment; 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 efficiently use a personal computer and applicable software to successfully perform the essential functions of the position
- Associate of Arts Degree in business administration or related field.
- Experience working with Washington State rules regarding purchasing and/or contracts.
Supplemental Information
Working Conditions:
Work is performed in an indoor office environment. While in the office, incumbent does not come into contact with any hazardous substances other than standard surface cleaners, copier/printer toner and adhesives. The typical work week is a standard 40 hour work week, and may need occasional adjusting in order to meet the customer need. Work hours are typically 8 a.m. to 5 p.m., Monday – Friday. Position may require occasional travel within the state for meetings and/ or training. Includes office furniture and equipment, such as desks, files, cabinets, computers, telephones, and fax and copy machines. In the office, incumbent has a work station with internet and intranet and mainframe access. Limited external customer contact, includes but not limited to potential follow up on reimbursements,, travel arrangements, and mailings. Position requires ability to understand, follow and model office values and safety policy and procedures.
Work is performed in an indoor office environment. While in the office, incumbent does not come into contact with any hazardous substances other than standard surface cleaners, copier/printer toner and adhesives. The typical work week is a standard 40 hour work week, and may need occasional adjusting in order to meet the customer need. Work hours are typically 8 a.m. to 5 p.m., Monday – Friday. Position may require occasional travel within the state for meetings and/ or training. Includes office furniture and equipment, such as desks, files, cabinets, computers, telephones, and fax and copy machines. In the office, incumbent has a work station with internet and intranet and mainframe access. Limited external customer contact, includes but not limited to potential follow up on reimbursements,, travel arrangements, and mailings. Position requires ability to understand, follow and model office values and safety policy and procedures.
Per Governor Inslee’s Proclamation 21-14 (Download PDF reader) (Download PDF reader) , employees at the Office of the Secretary of State must be fully vaccinated as a condition of employment. Your vaccine status will be verified by Human Resources prior to your first day of employment. Please contact HR Consultant, Don Freier at hr@sos.wa.gov if you need information on medical or religious accommodation.
How to Apply
- To be considered for this this position you must attach a resume and a letter of interest describing how your experience and qualifications relate to the position description and the required and preferred/desired qualifications.
- 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.
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