ADMINISTRATIVE ASSISTANT 4 - INTERNAL ONLY

ADMINISTRATIVE ASSISTANT 4 - INTERNAL ONLY

Salary

$54,504.00 - $73,284.00 Annually

Location

Thurston County - Olympia, WA

Job Type

Agency Internal - Non-Permanent

Remote Employment

Flexible/Hybrid

Job Number

2026-04730

Department

Employment Security Department

Division

Information Technology Services Division

Opening Date

06/11/2026

Closing Date

6/18/2026 11:59 PM Pacific

Salary Information

The high end of the salary range, Step M is typically a longevity step

• Description
• Benefits
• Questions

Description

This opportunity is available only to current Internal Employment Security Department employees. This non-permanent, four-month position ends October 10, 2026, and is eligible for full-time telework; it is primarily virtual, with occasional in-office meetings as business needs arise.

Administrative assistants are the backbone of our agency, and in this role, we rely on you to be a steady, positive influence who ensures daily operations run smoothly. The ideal candidate is a confident, highly organized professional who excels at leading administrative functions and representing the Innovation & Technology Services Division with professionalism and sound judgment.

They bring at least one year of experience directing or guiding others and have a strong track record of managing complex office operations in a fast-paced, service-driven environment. They are skilled at coordinating workflows, improving processes, and ensuring smooth daily operations. They are also adept at facility planning, purchasing, inventory management, HR-related procedures, and recruitment coordination, serving as a reliable point of contact for I&T staff and agency partners.

This candidate thrives in a collaborative environment, anticipates operational needs, and contributes to division-wide strategic and process improvement efforts. They take initiative, lead with professionalism, and help standardize administrative practices to support the mission and priorities of ESD's Innovation & Technology Services Division.

To request a detailed position description, click here.

Duties

Manage administrative operations and coordinate administrative support. Tasks include:

• Responsible for daily and routine administrative operations activities and communications, monitors information, requests, and internal assignments to ensure timely completion; lead and assist in administrative projects and budget process assignments.
• Prepare, proofread, review, and manage correspondence on behalf management for unit, division, agency; and public release; responsible for collecting and maintaining all requisite receipts; and documentation to ensure proper agency, state and federal audit and reporting standards are met.
• Budget, organize, schedule, manage, and coordinate employee engagement and training events and functions, including events that may exceed several hundred attendees: responsible for event facility arrangements and logistics; prepare and distribute agendas, handouts, Years of Service (YOS) awards/gifts, and training materials.

Provide human resources administrative support. Tasks include:

• Consult with Management Analyst on human resources actions; ensure personnel actions and HR processes are performed in compliance with policies and procedures.
• Maintain confidentiality for HR related items.
• Prepare, process, and assist in tracking all evaluations, personnel, and position actions; inform management about deadlines and policies related to personnel and position actions processes and procedures; correctly complete HR paperwork (i.e., recruitments, on-boarding, and off -boarding, evaluations, position descriptions, personnel actions, etc.) in a timely manner.
• Initiate HR actions; submit EPARs in an accurate and timely manner; proofread and verify correctness of personnel and position actions; obtain required signatures from proper parties; upload final version to ESDocs and distribute to appropriately; proactively and independently seek input from management and HR when uncertain of procedures, content, and policies related to EPARs and HR actions.

Provide fiscal administrative support. Tasks include:

• Research operating procedures with other agencies, establish procedures and development for improved administrative methods.

Qualifications

Qualifying candidates will meet one of the following criteria options:

All options below must include at least one (1) year of leading or directing others.

Option 1:

• Five (5) years equivalent education/experience.

Option 2:

• One (1) year as an Administrative Assistant 3 OR
• Two (2) years as an Administrative Assistant 2.

Option 3:

• High school diploma or equivalent AND
• Four (4) years progressively responsible clerical, office or administrative experience.

Option 4:

• Bachelor's degree in business administration, public administration or a closely related field substitutes for related experience.

The required experience includes:

• Professional Judgment and Discretion, Oral and Written Communication Skills, Situational Awareness, Interpersonal and Relationship Skills, Decision-Making and Problem-Solving and Organizational Knowledge.
• Standards & Procedures Coordination: Ability to coordinate administrative standards and procedures.
• Policy Coordination & Development: Ability to coordinate and develop policies and administrative methods.
• Policy Interpretation & Application: Ability to interpret and apply administrative policies.
• Correspondence Preparation: Ability to prepare and authorize administrative correspondence.
• Project Coordination: Ability to direct and coordinate special projects.
• Representation & Communication: Ability to represent the supervisor and communicate policy matters.
• Supervisory Skills: Ability to supervisor or lead and provide guidance to staff.
• Strategic Planning: Ability to engage in strategic and quality planning.

Preferred/Desired Qualifications:

• Working level experience with MS Word, Excel, PowerPoint, and Outlook.
• One (1) year of experience and working knowledge with SharePoint and Microsoft Teams.
• Five years (5) of progressively responsible experience in office/clerical, secretarial, legislative, or general administrative work, with at least one year of high-level administrative duties and/or providing and coordinating administrative support functions with multiple supervisors or managers.

Required equity competencies:

• The ability to take action to learn and grow.

• The ability to take action to meet the needs of others.

Special Requirements/Conditions of Employment:

• Must be able to pass an Unemployment Insurance (UI) and Paid Family Medical and Leave (PFML) claim and fraud check.
• This position has access to federal tax information and therefore, per RCW 41.04.821 and the IRS publication 1075, is required to have a criminal history record check through the Washington State Patrol and the Federal Bureau of Investigation

Please submit only the required documents as noted below and ensure all Personal Identifying Information (PII) such as Social Security numbers etc. are edited out of your materials for privacy. Additionally, we ask that you not include photographs or external links within your documents. Any documents uploaded through this platform will be securely transmitted electronically to support application review.

Please submit your Cover Letter and Resume with your Online Application through the "Add Attachments" field. A resume will not substitute for the "work experience" section of the application or vice versa. Applications with blank fields, or supplemental question responses with comments such as "see attachments" may be considered incomplete.

Supplemental Information

Our agencys mission and values drive every decision that we make, determine how we interact with others, and are at the core of who we are. We value Access, Love, Belonging, Equity, and Stewardship. We understand that a work environment that respects your work/life balance is key; thats why many of our positions are eligible for flexible work schedules and teleworking opportunities. Through support, value, and trust, our employees are empowered to grow and develop into their best self.

Opportunity for All

We strive to create a working environment that includes and respects cultural, ethnic, racial, religious, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, people with disabilities, people over 40 years of age, people with religious beliefs, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

The Employment Security Department is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities.

If you are a person needing assistance in the application process, if you need this job announcement in an alternate format, or if you have general questions about this opportunity, please contact Lydia White or at 360-819-6996 or the Talent Acquisition Team, prior to the position closing. If you are having technical difficulties creating, accessing, or completing your application, please contact careershelp@des.wa.gov or (360) 664-1960 or toll free (877) 664-1960, Washington Relay 711.

This recruitment may be used to fill additional agency-wide positions in accordance with Article 4 of the WFSE Collective Bargaining Agreement.

This Organization Participates in E-Verify

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. Thats 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 WAC 357-31-165(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 WAC 357-31-165(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 WAC 357-58-175, 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, or for loss of pregnancy, are entitled to five (5) 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

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

01

In order to be considered for this position, you MUST include a resume and cover letter with this applicant packet. Please click below to indicate you have attached the required documentation.

• Yes
• No

02

This opportunity is available ONLY to current Employment Security Department employees. Are you a current ESD employee?

• Yes
• No

03

Please select the option that best describes how you meet the minimum qualifications for the Administrative Assistant 4 position. Select all that apply:

• Five (5) years equivalent education/experience.
• One (1) year as an Administrative Assistant 3 OR Two (2) years as an Administrative Assistant 2.
• High school diploma or equivalent AND Four (4) years progressively responsible clerical, office or administrative experience.
• Bachelor's degree in business administration, public administration or a closely related field substitutes for related experience.
• I do not have this experience.

04

This position requires at least one (1) year of experience leading or directing others. Do you meet this requirement?

• Yes
• No

05

If you answered "Yes," to question 4, describe your experience leading or directing others, including your role, responsibilities, and length of time. If you answered "No," please state that you do not meet this requirement.

06

For each required competency listed below, provide a brief explanation of how you have demonstrated that competency in your previous roles. You must address each competency in a numbered list (1-9). If you do not possess a competency, state that clearly. Your application will be evaluated based on your responses to all competencies. The required Competencies are: 1. Professional Judgment and Discretion, Oral and Written Communication Skills, Situational Awareness, Interpersonal and Relationship Skills, Decision-Making and Problem-Solving and Organizational Knowledge. 2. Standards & Procedures Coordination: Ability to coordinate administrative standards and procedures. 3. Policy Coordination & Development: Ability to coordinate and develop policies and administrative methods. 4. Policy Interpretation & Application: Ability to interpret and apply administrative policies. 5. Correspondence Preparation: Ability to prepare and authorize administrative correspondence. 6. Project Coordination: Ability to direct and coordinate special projects. 7. Representation & Communication: Ability to represent the supervisor and communicate policy matters. 8. Supervisory Skills: Ability to supervisor or lead and provide guidance to staff. 9. Strategic Planning: Ability to engage in strategic and quality planning.

07

Please select any of the preferred qualifications that apply from the list below. I have experience with the following:

• Working level experience with MS Word, Excel, PowerPoint, and Outlook.
• One (1) year of experience and working knowledge with SharePoint and Microsoft Teams.
• Five years (5) of progressively responsible experience in office/clerical, secretarial, legislative, or general administrative work, with at least one year of high-level administrative duties and/or providing and coordinating administrative support functions with multiple supervisors or managers.
• I do not have this experience.

08

How did you hear about this job opportunity?

• WWW.Careers.Wa.Gov
• WorkSource Center or Website (WorkSourceWA.com)
• Washington State Employee Referral
• ESD Employee Referral
• Employment Security Departments job web page: WWW.Esd.Wa.Gov
• Monster
• College/university career fair or website
• LinkedIn
• Facebook
• VERG
• Craigslist
• CareerBuilder
• Diversity Jobs
• Handshake
• Other

09

If you selected "Other", please tell us how you learned about this job opportunity. If this does not apply to you, type N/A.

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov