OFFICE MANAGER (AA4)

The ideal candidate will have experience with MS Word, Excel, PowerPoint, and Outlook, along with one year of experience using SharePoint and Microsoft Teams.

They should have progressively responsible administrative experience, including high-level duties and coordinating support functions with multiple supervisors or managers.

ESD's Information Technology Services Division (ITSD) purpose is to provide technical strategy, direction, and expertise for the agency.

We collaborate on IT security, solutions, products, services and provide resources that are vital to ESD's mission and priorities.

The ITSD Executive Operations team supports ITSD and all ESD business functions by offering administrative support, process improvement, and strategic plan implementation.

As a direct report of the Executive Operations Manager, the Office Manager (AA4) provides administrative support and oversees the daily operations of the ITSD Operations Administrative team to ensure it is equipped with the operations resources needed to best serve our external customers, agency business partners, and stakeholders.

In this role, you will serve as the primary contact all ITSD facility planning, equipment, purchasing, inventory, human resources and numerous agency employees' policies and procedures, as well as ITSD reception desk, creating and updating office workflows, coordinating all ITSD recruitments, new employee set up, and other administrative duties as needed.

You will also support ITSD staff, supervisors, and senior managers in the division, assisting with process and procedure development and improvements, and managing small projects within ITSD.

Some of what you'll enjoy doing :

• Communication Management : Handle calls and emails for the ITSD Executive Operations Manager. Manage information flow and follow-ups with ITSD CIO, managers, supervisors, and staff.
• Correspondence : Prepare, proofread, review, and manage correspondence. Ensure compliance with audit and reporting standards.
• Administrative Operations : Oversee daily administrative tasks, monitor requests, and lead administrative projects and budget assignments.
• Event Coordination : Organize and manage employee engagement and training events, including logistics for large events.

Prepare and distribute materials and awards.

• Scheduling and Travel : Coordinate calendars, meetings, and travel arrangements for managers and staff. Maintain support documents.
• Documentation : Prepare and maintain correspondence, reports, forms, and documents. Develop and maintain recruitment lists and matrices.
• Technology Intake Committee : Coordinate and manage TIC activities, including agenda preparation, request updates, and documentation.
• HR Coordination : Consult on HR actions, serve as the primary HR contact, and ensure compliance with policies and procedures.
• Procedure Development : Research and establish improved administrative methods.
• Budget Assistance : Assist with budget preparation, monitoring, and projections. Prepare monthly expenditure reports.

To request a detailed position description, click here.

Required :

Associate degree in business administration, or a closely related field and two years of experience in an office, clerical, or general administrative work involving planning, organizing, and coordinating work in an office, or comparable combination of education and experience.

OR Four years of progressive experience in an office, clerical, or general administrative work involving planning, organizing, and coordinating work in an office.

OR A combination of education and / or relevant experience.

Desired :

• Working level experience with MS Word, Excel, PowerPoint, and Outlook.
• One year of experience and working knowledge with SharePoint and Microsoft Teams.
• Five years 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.

Additional Requirement of Employment :

Must be able to pass an Unemployment Insurance (UI) Claim & Benefit Information Review.

Additionally, the ideal candidate will be skilled in the following areas :

• Effective Communication : You have a talent for both written and verbal communication that expresses information quickly and effectively with the customer's perspective in focus.
• Critical Thinking : You use purposeful and reflective judgement to process, analyze, interpret, explain, and recommend ideas for improved effectiveness.
• Accountability : You own your work and mistakes and see setbacks as an opportunity for growth.
• Customer Service : You demonstrate that excellent customer service begins with really listening to the customer, asking questions to discover highest need, and assisting the customer in creating an individualized solution that includes opportunities for continued collaboration.
• Inclusiveness : You actively work to live out our Agency's values (see ESD mission and values) by embracing diversity, different perspectives, and ensuring our workplace is a welcoming, possibility-infused resource for all customers and coworkers.
• Interpersonal abilities : You support coworkers, encourage others to participate, and address conflict when necessary.

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.

Attach your Resume and Cover Letter 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.

Our agency's 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;

that's 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 Katie Swanson, the Talent Acquisition Team, or Washington Relay Service 711.

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 organization participates in E-Verify