Administrative Specialist 3

What this job is about: 

As the Administrative Specialist, you will support the Deputy Chief Information Officer (DCIO) and the IT Operations team by providing key administrative support, program coordination, handling multiple assignments and projects while meeting all priorities and deadlines. In addition, this role works closely with the Chief Information Officer’s administrative assistant to provide seamless administrative support to other managers and supervisors. This involves keeping open communication on current and upcoming priorities, organizational changes, and management tasks, as well as frequent cross training on all administrative functions.

This position interacts with managers, staff in OFM and other agencies, vendors, and private citizens. Along with supporting OFM and the Governor’s Office, Information Technology Systems (ITS) supports financial and administrative applications for the Legislature and other state agencies.

If playing a key role in supporting and improving state government matters to you, you’ve found the right place!

Who we are:
Our work at the Office of Financial Management (OFM) serves as a crucial part of the decision-making that the governor, Legislature and state agencies do each year. As an employee of OFM, you will be part of a team of dedicated professionals who work hard every day to provide the vital information and services they need to serve the people of Washington. 

What we offer our employees:

• An environment focused on diversity, equity, inclusion and belonging. We strive to hire, cultivate and retain a competitive workforce that reflects the communities we serve. 
• A hybrid working environment where we encourage a healthy life/work balance by offering flexible/alternative work schedules, a wellness program, mobile arrangements and telework opportunities.
• Employees (and their families) have coverage options for medical, dental, vision and basic life insurance. 
• Opportunity to enroll in state retirement programs and a deferred compensation plan. 
• A minimum of 14 days of vacation leave per year and 12 paid holidays throughout the calendar year.
• A commute trip reduction program, tuition reimbursement, membership to statewide Business Resource Groups and an Infants-at-Work program.

See our Recruiting page for more information!What will you be doing?

• Manage internal and external scheduling, calendar appointments and logistics for the DCIO and IT Operations team including all activities.
• Tracking assignments and reporting to the DCIO on progress. Develop reports and track assignments such as: action items, staff assignments, and follow-up, and coordinating special projects. 
• Support meetings and other project events. This includes but is not limited to, securing locations, sending calendar invites to attendees, identifying and securing needed resources (projectors, internet access etc.), ensuring any needed materials are at the location on-time, and setting up Teams meetings. Coordinate and contribute to IT Operations staff meetings. 
• In collaboration with the CIO’s administrative assistant, establish procedures and apply administrative policies to the work of the unit. This includes maintaining a common repository of documents for all IT staff to access.
• Represent and take notes on behalf of the Deputy Chief Information Officer at unit meetings and day-to-day operations as needed.
• Maintain a high level of confidentiality and discretion while working with complex or sensitive issues, especially decisions directly impacting the global operations of the agency. Keep Deputy CIO informed of significant and/or important items requiring review and/or action.
• Coordinate with Human Resources (HR) including, but not limited to:
  • Manage the process for position descriptions from draft to final signature.
  • Coordinates recruitment interviews including but not limited to, scheduling interviews in NEOGOV, creating interview packets, ensuring panels have all information needed to conduct the interview.
  • Ensure new employee onboarding checklist is completed by employee and supervisor and submitted to HR.
  • Create and provide new hire onboarding information pertaining to ITS division and the Jefferson Building.
  • Assist in enrolling and scheduling new supervisors/managers in Leading Others training within the first 60 days of start date and coordinating ITS supervisory training on HR related topics.
  • Ensure the internal and external organizational charts for ITS are updated and accurate with employee and position changes. Ensure HR has current organizational chart to post on OFM internet website, monthly.
  • Ensures new employees/contractors have the equipment and access they need to perform their job. This includes following up appropriate staff to ensure there is a desk phone, badge access, schedule new user set-up, order business cards and cell phone, if necessary.
• Receive SNAP Tickets, staff emails or direct contact: main point of contact for Time Tracking System (TTS) adds, changes and inactivation, being the main contact for ITSD employee onboardings could include, but is not limited to: User, system, initiative, categories, and activity administration.

Required:

• High school graduate or GED.

AND

• Four years of relevant administrative support experience.
• Two years of experience supporting upper-level managers.
• Intermediate-level proficiency in Microsoft Office Suite, Visio, and SharePoint.
• Intermediate-level experience with Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat, phones, fax machines, copiers, and others.
• Experience directly supporting management, including managing calendars, scheduling appointments/meetings, and working in a fast-paced environment.

Desired:

• Working knowledge of government organizations, government functions, research and data collection, and departmental policies.
• Advanced proficiency in Microsoft Office Suite, Visio, and SharePoint.
• Experience using conference room audio visual equipment (including but not limited to web cams, audio conferencing systems, etc.).
• Experience using the Travel and Expense Management (TEMS) and Employee Self-Service (MyPortal) Systems.
• Knowledge of IT business management practices, research methods, and data collections.
• Experience working in an Information Technology environment.
• Experience with -compile written reports; obtain the cooperation of other departments and other government agencies.
• Experience with reading, understanding, and interpreting policies and procedures.
• Experience with managing records systems, reviewing schedules for compliance with legal requirements, and coordinating transfer, storage, retention, disposition and/or archiving of records.

How to apply:
Click “Apply” at the top of this page to start your application (you can save the application and come back to it, if needed).

IMPORTANT: To be considered for this position, please include the following along with your completed application:

• Letter of interest: describing your specific qualifications.
• Resume:  that details your applicable experience and education.
• References: at least three professional references with current telephone numbers.

We will directly contact the top candidates to interview for this position. Because we base our selection on the information you provide, it is in your best interest to identify the knowledge, skills and abilities that address the required and desirable qualifications we described above.
 
Questions:
For questions about this recruitment, assistance in the application process, or to request reasonable accommodation in the application process, please email Leila Vandiver at TalentAcquisition@ofm.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

The Office of the Financial Management is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply.

Salary : $58,458 - $79,058