Administrative Assistant 4

Administrative Assistant 4 At the Department of Commerce , we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.

Let’s build what’s next, together.

The Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

This position reports directly to the Assistant Director (AD) of the HD division. This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, addresses public groups on Commerce functions and policies, and answers questions regarding the operation of the HD division. The quality of performance of the incumbent in this position directly affects the AD’s ability to manage and coordinate all division functions and implementation of agency mission and goals. This position also supervises lower-level administrative assistant staff and serves as the administrative lead for HD administrative staff.

This position requires an in-office presence two days per week at our Olympia office, on Tuesdays and Thursdays.

Provide high-level, complex administrative support to the AD and Deputy AD of HD: • Exercise signature authority on administrative matters. • Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality. • Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc. • Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD’s or Deputy AD’s signature. • Schedule management team and administrative unit team meetings, prepare agendas, and take and distribute meeting notes. • Coordinate, prepare and facilitate various division meetings and events. • Coordinates in state and out of state travel. Tasks include scheduling hotels, flights, itineraries, and reserving rental vehicles. Prepare and submit related travel reimbursements. •Manages incoming mail, emails, phone calls, and voice messages on behalf of the AD, acts independently on issues where authority is delegated. •Responds to inquiries and directs correspondence to the appropriate contact. •Highlights priorities and informs the AD and Deputy AD on these items. •Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director’s Office, the Governor’s Office, the Office of Financial Management, and other internal or external and executive staff. •Screen, sort, and prioritize appointments for AD or Deputy ensuring appointments are triaged accordingly. •Prioritize and complete various deadline driven projects as assigned. •Respond to general inquiries from stakeholders verbally and in writing regarding the division. •Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up. •Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities. •Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy. •Review, correct, track, and approve all materials for AD signature including contracts, personnel documents, correspondence, travel requests, purchase requests, STAR forms and Leave Requests, and other documents for approx. 200 staff members. •Address division and agency groups on efficiencies, department and division functions, and policies, and answer questions and provide guidance regarding agency and division operations. •Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents. •Coordinate with the division’s Organizational Development and Communications Specialist, Policy Director, Managing Directors, and Program Managers to develop speaking engagement materials and other resources for conferences and meetings. •Serve as backup division records coordinator.