Administrative Assistant 4
: Job Details :

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!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. What 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 Diversity

Recognizes the value of diversity. Helps create an environment that embraces and supports diversity, equity and inclusion.Be 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 www.uscis.gov.

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, click here.

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 ...@drs.wa.gov. 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!