Administrative Assistant 2At the Department of Commerce, we strive to be creative, collaborative, and trusted.
We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work.
We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected.
We cultivate an environment in which we continuously learn, and we own our work.
We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve.
Together, we can build a brighter and more inclusive future.
The Energy Division catalyzes the transition to a clean, just, and resilient energy future.
The Administrative Assistant 2 provides administrative support to the Energy Division.
This position serves as the primary backup to the Administrative Assistant 4 and is delegated calendaring responsibilities and, in the occasion of the Administrative Assistant 4 being absent, acts on their behalf.
This position distributes division mail, coordinates purchasing, travel, reimbursement, and payroll.
This position serves as a Records and Public Disclosure Coordinator for the Division by receiving and processing requests via GovQA, overseeing records retention/destruction, and reviewing litigation holds and disposition reports.
ResponsibilitiesProvide Administrative Support to the Energy Division, Administrative Assistant 4 (AA4), Assistant Director (AD), and Deputy Assistant Director.
Tasks include:
Serve as the delegate to the AA4 and act on behalf of the AA4 in their absence.
Process documents for the AD's signature including contracts, correspondence, travel requests, and personnel actions.Provide high-level support to the AD and AA4 by reviewing and editing documents, assisting with scheduling and coordinating meetings for the AD, and making travel arrangements/reimbursements.
Review documents signed by the AD and distribute to appropriate staff.
Maintain proper electronic record of confidential information.Coordinate travel authorization memos, necessary paperwork, and arrangements for the Administrative unit of the Energy Division.Prepare and process travel reimbursements.Coordinate logistics for hybrid or in-person Energy meetings, including developing agendas, reserving space, catering, and scheduling.Coordinate scheduling, logistics, agendas, and note taking for recurring meetings.Coordinate, assist, and prioritize facility requests for Energy.
Work with the Energy AD, AA4, and Commerce's Safety Manager to address potential office and safety concerns.Distribute Energy mail.Coordinate responses to agency inventory requests from Purchasing, Accounting, and Information Services.
Maintains Energy documentation on physical inventory.Independently review and respond to customer requests in the form of email, letters, and phone messages, or redirect to appropriate staff.Provide support to the AD, Deputy AD, and AA4 as required.Procedure Development & MaintenanceTasks include:
Assists AA4 in creating, writing, and maintaining division-specific procedures and helps to standardize internal practices across units.Maintains and coordinates use of division-wide collaborative documents and trackers for ongoing projects.Reviews and researches operating procedures and problems; develops solutions and/or recommendations for division improvements.Explains and interprets rules, policies, and procedures for division staff.Energy Records Management & Public DisclosureTasks include:
Act as the liaison between Energy programs and the Agency Records Officer.
This includes responding to requests for information as well as being the division's point of contact for information related to records management.Maintain documents related to Energy records retention activities.Provide technical assistance for GovQA, provide one-on-one training to division staff when needed, and assist division staff with all records related forms as needed to ensure quality, and completeness.Review retention schedules for conformance with state and agency record guidelines, and recommend destruction of records.Assist Agency Records Officer with the Energy portion of any agency records inventory requests and related special projects as needed.Required Qualifications:High school diploma or GED AND a minimum of two years of experience performing complex clerical duties.Entry-level Microsoft Office skills.Knowledge of basic administrative procedures and general office practices.Clear and effective English language written and verbal communication skills.Experience managing multiple and competing priorities.Preferred/Desired Qualifications:Experience in public administration at the federal, state, county, or city level.Application Requirements:A complete and detailed online application.A cover letter (enter online).At least three professional references (enter online).For questions about this recruitment, please contact our recruitment team via email: - please reference the job number in your message.
Work from Anywhere in Washington StateThis position may be located anywhere within Washington State though occasional travel to a Commerce office building or in-state travel to attend events or meetings may be required.
If selected, you will need to travel to pick up equipment and receive instruction.
Many Commerce employees work remote or have a hybrid schedule.
This recruitment may be used to fill future vacancies over the next 60 days.
This position is covered by a collective bargaining agreement.
Our Commitment to Equal OpportunityThe 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 email Human Resources at .
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.
Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits.
Please see the Benefits Tab for more details.
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