Administrative Assistant

Administrative Assistant 4

Are you a highly skilled administrative professional with a sharp eye for detail? Do you possess a unique mix of sensitivity, directness, and organizational abilities that allows you to coordinate and monitor the work of others? If this sounds like you, the role of Administrative Assistant 4 at the Department of Retirement Systems may be the perfect opportunity for you.

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.

• Reviewing and finalizing administrative decision letters and other documentation by ensuring accurate legal citations, plain‑talk/accessible language, and proper formatting, grammar, and spelling.
• Coordinating the logistics of meetings with DRS team members and stakeholders; arranging conference/video calls and reserving conference rooms; preparing meeting agendas and attending staff meetings; taking notes/meeting minutes and providing follow‑up information.
• Managing attendance, timesheets, telework agreements, and overtime scheduling/tracking for MOD team members.
• Monitoring the division’s budget, providing monthly reports, and reviewing invoices to ensure responsible stewardship of state funds.
• Coordinating and managing the flow of information and data for division initiatives.
• Coordinating and monitoring team tasks and deliverables from the point of inception to completion.
• Responding professionally and clearly to emails, phone calls and other correspondence on behalf of the Assistant Director.

• Proven, progressively responsible experience providing high‑level secretarial or administrative support for a mid‑level or executive manager (minimum four years of full‑time experience).
• Demonstrated ability to accurately produce and edit correspondence, emails, briefing and summary documents.
• Proven ability to gather, analyze, and clearly communicate information in support of administrative functions and special projects.
• Demonstrated ability to coordinate and monitor team work tasks and deliverables from the point of inception to completion.
• Ability to understand complex rules and regulations and familiarity with Washington State RCW, WACs and policies.
• Intermediate to advanced proficiency in Adobe Acrobat and Microsoft Office products (Outlook, Word, Excel, Teams and SharePoint, version 2016 or newer).
• Proven ability to maintain confidentiality, discretion and trust in the performance of job duties.
• Proficiency in the following competency areas:
  Communication, Customer Focus, Dependability, Ethics, Integrity, Values, and Trust, Attention to Detail, Managing Workloads, Self‑Awareness.

• Experience coordinating proctored assessments and in‑person interviews.
• Telework experience and familiarity with remote work environments.
• Experience with performance management and workforce planning.

Applicants who meet the qualifications must attach a cover letter and a chronological resume to the online application. A cover letter is required; applications without a cover letter will not be considered. Complete all application sections and answer supplemental questions. For questions or assistance, contact the Human Resources Office ruitment.gov or call (360) 664‑7309.

References, background checks, and work authorization requirements apply as outlined in the original posting.

DRS is an equal opportunity employer. We do not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, veteran status, or disability.