Salary: $47,988.00 - $64,440.00 Annually Location : Thurston County - Tumwater, WA Job Type: Full Time - Permanent Job Number: 2024-10878 Department: Dept. of Retirement Systems Opening Date: 09/25/2024 Salary Information: The high end of the salary range, Step M is typically a longevity step Description Are you a highly skilled administrative professional with a sharp eye for detail? Do you possess that unique mix of sensitivity, directness, and organization that allows you to easily coordinate and monitor the work of others? And, would you thrive in a dynamic environment that values diversity, inclusion, accessibility and belonging? If this sounds like you, the role of Administrative Assistant 4 at the Department of Retirement Systems may be the perfect opportunity for you! Duties This recruitment will remain open until filled. Applicants who apply by October 6, 2024, will get first consideration. The hiring manager reserves the right to make a hiring decision at any time during the recruitment process. The Opportunity:We are searching for a talented, experienced Administrative Assistant to provide professional administrative support for the Assistant Director of our Member Operations Division (MOD). In this role, you will perform a wide variety of complex and confidential administrative duties in support of the Assistant Director and the division. Some of what you'll do includes:
- Preparing reports and correspondence, taking notes, preparing meeting minutes, and creating presentations about agency activities and business matters for executive management and leadership.
- Coordinating and planning meetings and events, preparing agendas, organizing supplies, services, resources and schedules to ensure smooth operations.
- Responding to email, phone calls and correspondence on behalf of the Assistant Director.
- Coordinating and managing the flow of information and data for division initiatives.
- Liaising with Human Resources for recruitment processes, staff movement, position establishments, and training requests.
- Scheduling and arranging travel for attendance at conferences, training and meetings for the Assistant Director and division managers.
NOTE: After successful completion of the review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework up to one day per week, at the discretion of the Appointing Authority and with a telework agreement in place. The ability to work remotely is dependent on the nature of the tasks and projects assigned and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity. You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule, whenever necessary, to complete work assignments, attend mandatory meetings, trainings, etc., at the DRS facility. QualificationsWhat we're looking for (required qualifications):
- Proven, progressively responsible experience providing high-level clerical, secretarial or administrative support for a mid-level or executive manager. (This is typically gained from a minimum of four (4) years of full-time experience);
- Demonstrated ability to coordinate and monitor team work tasks and deliverables from the point of inception to completion;
- Proven ability to gather and analyze data and information for preparation of reports / presentations;
- Proven ability to maintain confidentiality, discretion and trust in the performance of job duties
- Advanced proficiency in the use of Microsoft Office products (Outlook, Word, Excel, PowerPoint, Teams and SharePoint, version 2013 or newer); and
- Demonstrated proficiency in the following competency areas:
Communication Effectively conveys information in writing and through the spoken word, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Sees communication as a vital component of high performing teams. Customer Focus Dedicated to meeting the expectations and requirements of customers. Delivers high quality services and products. Establishes and maintains effective customer relationships. Committed to continuous improvement and always acts with the customer in mind. Dependability Shows commitment, dedication, and accountability in work. Works effectively and fulfills commitments made to customers, peers, and team members. Is reliable in punctuality and attendance; can be counted on to get things done. Ethics, Integrity, Values, and Trust Earns the trust, respect and confidence of others through consistent honesty, forthrightness, and professionalism in all interactions. Keeps confidences and admits mistakes. Is seen as being direct and truthful in all situations. Displays extremely high standards of integrity and ethical conduct and models the behaviors expected of others in the organization. Attention to Detail Plans and organizes time and resources efficiently. Follows processes and procedures in the completion of work. Carefully monitors the details and quality of work and double-checks work product to ensure accuracy and consistency. Managing Workloads Effectively organizes and prioritizes multiple, sometimes complex assignments, often involving competing priorities, to produce work products that are accurate, thorough and on-time. Transitions easily between tasks; is able to incorporate project work into established workload and meet deadlines. Self-Awareness Able to evaluate own skills and abilities reflects and honest assessment of personal strengths and stretches. Uses challenges as opportunities to improve; turns mistakes into learning opportunities. Actions demonstrates an awareness of thoughts and feelings of others and a strong desire to learn. Commitment to DiversityRecognizes the value of diversity. Helps create an environment that embraces and supports diversity, equity and inclusion. Supplemental InformationBe sure to read this entire section - We promise, it'll be helpful! To be considered, be sure to attach the following to your online application:
- A cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position;
- A chronological resume outlining your experience to-date. Please keep in mind that professional or verifiable volunteer experience may be relevant.
How to Apply:Interested applicants who meet the qualifications and competencies in this announcement are encouraged to apply. Be sure to complete all sections of the on-line application and answer all supplemental questions. The work history section of the on-line application should be completed fully. Application fields that say see resume/attachment will not be considered.Only those applicants whose background and experience most closely matches the desirable qualifications and competencies of this position will be considered for this opportunity.References, Personnel File Review, and Background Checks
- If you are the preferred candidate for this position, a professional reference from your current or most recent supervisor will be required;
- If you are current or recent state employee, we will also review your personnel file as part of our selection process;
- A job offer is contingent upon completion of a background check that includes a criminal record review.
Work Authorization
- Candidates who are offered a job with DRS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future;
- DRS complies with the employment eligibility verification requirements of the federal employment eligibility verification 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.
- DRS does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit
Why Work for DRS?At DRS, we are one team. We administer eight public retirement systems, 15 retirement plans, and the Deferred Compensation Program, and we serve over 930,000 current and former public employees in Washington. Our customers include fire fighters, teachers and school employees, state and local government employees, and public safety and law enforcement officers. Regardless of what our specific duties may be, we are all dedicated to one purpose: ensuring our members have the information, tools, expertise and services that ensure they receive the retirement benefits earned while in public service. We foster a diverse and inclusive environment where team members are fully engaged and supported in meeting (and exceeding) our customers' expectations. All DRS leaders are focused on providing the coaching, mentoring, resources and support that team members need to be successful. At DRS, team members enjoy:
- A modern work environment
- Flexible work schedules
- Free parking
- Commute Trip Reduction Program
- Infants at Work Program
- Tuition reimbursement
- Eligibility for Public Service Loan Forgiveness
- Opportunities for professional growth
- Subscription to LinkedIn Learning
- Commitment to team member safety and wellness
- Community involvement/charitable giving
Veteran's Preference: Applicants wishing to claim Veteran's Preference should attach a copy of their DD214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or redact any personally identifiable information such as social security numbers and year of birth. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, The Washington State Department of Retirement Systems is an equal opportunity employer supporting diversity, equity and inclusion. DRS does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability. If you need assistance with the online application or have questions regarding the recruitment, please contact Human Resource office at . Persons of disability needing assistance in the application process, or those needing this announcement in an alternate format, may call the Human Resources Office at (360) ###-#### or TTY Relay Service at 711. Come join the DRS team!
More than Just a Paycheck! Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits: The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time. Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses. Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave) Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave. Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday. As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for
exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave Leave Sharing Family and Medical Leave Act (FMLA) Leave Without Pay Please visit the State HR Website for more detailed information regarding benefits. Updated 12-31-2022 01 You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization. 02 Do you have proven, progressively responsible experience providing high-level clerical, secretarial or administrative support for a mid-level or executive manager. This is typically gained from a minimum of four (4) years of full-time experience.
03 Please briefly describe your experience helping to manage teams including coordinating and monitoring the work tasks and deliverables of others. Please include the number of years experience. 04 Please select the answer which best describes your ability to use Microsoft Word (version 2016 or newer).
- I am able to create, format, edit, preview, print and save documents. I often use standard functions to select, edit, copy, paste, format and spell-check text. I can create bulleted and numbered lists and indent and align paragraphs.
- I can create and save standard letters and memos but would have to learn how to format and edit documents.
- I regularly create, format and edit tables, columns and charts. I often insert and format sections, create headers and footers, and work with pictures and clip art. I am able to insert, copy, edit and delete hyperlinks and bookmarks in documents.
- I have not used Microsoft Word but am willing to learn.
- I am able to create forms using templates, work with form fields, and format and enhance forms. I use mail merge to create form letters, modify merged documents, and merge envelopes and labels. I am able to restrict editing and formatting of documents.
05 Please select the answer which best describes your ability to use Microsoft Excel (version 2016 or newer).
- I am able to easily create, modify, print and format spreadsheets. I can find and replace data and am able to use basic sorting tools.
- I am able to enter data into existing spreadsheets, work with basic sorting tools, and create simple formulas for basic mathematical functions.
- I have not used Microsoft Excel but am willing to learn.
- I am able to manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data and link worksheets. I import data from other sources and create and format charts and graphs.
- I can create basic lists but would have to learn how to format spreadsheets, copy and sort data, and create basic formulas.
06 Please select the answer which best describes your ability to use Microsoft PowerPoint (version 2016 or newer).
- I can open existing PowerPoint slides and present them in a slide show mode but would have to learn how to create a slide and add text or insert photos and images.
- I regularly create PowerPoint presentations that consist of multiple slides that include text, clip art, pictures, charts and/or graphics. I can easily format the slide content and integrate text with the graphics. I regularly include speakers' notes for slides.
- I have not used PowerPoint but am interested and willing to learn.
- I can create basic PowerPoint slides and add or edit text and images. I am able to open an existing presentation in slide show mode.
07 Please select the answer which best describes your ability to use Microsoft SharePoint.
- I am a beginner: I have never used Microsoft SharePoint but am interested and willing to learn.
- I am a general user: I have viewed documents on SharePoint sites.
- I am a skilled user: I have uploaded and/or accessed documents from a SharePoint site, participated in workflows, etc.
- I am an expert user: I have created SharePoint sites and/or have been the site owner responsible for content, creating worklows, granting permissions, etc.
08 The application process requires that you attach a resume and cover letter that clearly describes how your knowledge, skills and abilities align with the job duties and qualifications of this position. Please click below to indicate you have attached the required documentation.
- Yes, I have attached a cover letter and a resume.
- No, I have not attached a cover letter and a resume.
09 Are you willing and able to undergo a criminal background check if you are the preferred candidate for this position? Information from the background check will not necessarily preclude employment but will be considered in determining suitability and competence to perform in this position.
10 If hired for this position, do you currently possess required documents to allow you to legally work within the United States? This link lists acceptable documents:
11 Will you now or in the future require sponsorship for employment visa status? (e.g. H-1B, F1, TN, etc.) DRS is not an E-Verify agency)
12 How did you learn about this employment opportunity?
- Diversityjobs.com
- The DRS website
- E-mail/text notification from DRS
- From a DRS employee
- WorkSource
- College Career Site
- Handshake
- LinkedIn
- Indeed
- WA State Business Resource Group (VERG, RAIN etc.)
- From another source
- Career Fair
- Facebook
- The careers.wa.gov website
13 If you learned about this career opportunity from another source, please provide the name of the source. Required Question
