Salary : $54,504.00 - $73,284.00 Annually Location : Thurston County - Olympia, WA Job Type: Full Time - Permanent Remote Employment: Flexible/Hybrid Job Number: 2025-06177 Department: Employment Security Department Division: Information Technology Services Division Opening Date: 09/10/2025 Closing Date: 9/17/2025 11:59 PM Pacific Salary Information: The high end of the salary range, Step M is typically a longevity step Description This position is expected to work a hybrid schedule, with at least 4 days a month working in the Maple Park Office in Olympia, WA The ideal candidate for the Office Manager (Administrative Assistant 4) position is a highly organized and proactive professional with a strong background in administrative operations and office management. They bring a deep understanding of agency policies and procedures and are skilled at navigating complex organizational systems to support facility planning, procurement, inventory management, and human resources coordination. With a keen eye for detail and a commitment to excellence, they ensure the Innovation & Technology Office Operations (I&T) Administrative team runs smoothly and efficiently, serving as a reliable point of contact for internal and external stakeholders. This individual thrives in a collaborative environment and demonstrates exceptional communication and interpersonal skills. They are adept at creating and refining office workflows, coordinating recruitment efforts, onboarding new employees, and managing reception functions with professionalism and care. Their ability to lead small projects, support senior managers, and contribute to process improvements makes them a valuable asset to the division. They are comfortable balancing multiple priorities and take initiative to identify and implement solutions that enhance team performance and service delivery. Beyond their technical and administrative expertise, the ideal candidate is aligned with ESD's mission and values. They are enthusiastic about contributing to strategic planning efforts and continuous quality improvement initiatives. Their work reflects a commitment to innovation, inclusivity, and operational excellence, helping the I&T office fulfill its role as a trusted provider of technology strategy and support across the agency. Duties Manage administrative operations and coordinate administrative support. This includes:
- Manage communication which includes receiving, screening, and responding on ITSD Executive Operations Manager's behalf to incoming calls and emails. Manage information flow and follow-up with ITSD CIO, ITSD Senior Management Team (SMT), supervisor, and staff
- 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
Provide human resources administrative support. This includes:
- Consult with ITSD Executive Operations Manager on human resources actions; serve as the unit primary point of contact with HR; ensure personnel actions and HR processes are performed in compliance with policies and procedures
- Maintain confidentiality for HR related items
- Prepare, process, and track 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
Provide fiscal administrative support. This includes:
- Research operating procedures with other agencies, establish procedures and development for improved administrative methods
- Assist with budget preparation, monitoring, and projections. Prepare monthly expenditure reports on office and facilities supplies for ITSD
- Assist in the development of ITSD spending plans. Create and monitor on-going spending working directly with ESD budget and fiscal staff
To request a detailed position description, click here Qualifications
- 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
AND Ability to demonstrate and adhere to the following ESD Key Competencies:
- Accountability - Accept personal responsibility for work and actions
- Communication effectiveness - Effectively convey ideas and information
- Critical thinking - Use purposeful and reflective judgment to process, analyze, interpret, explain, evaluate, illustrate, and compare information
- Customer service - Commit to providing value-added services to external and internal customers
- Inclusiveness - Actively contribute to a work environment that embraces diversity and uses diverse perspectives to help achieve organizational goals
- Interpersonal abilities - The ability to relate to your co-workers, mitigate conflict, and inspire others to participate
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.
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 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 or at 253-###-#### or the , prior to the position closing. If you are having technical difficulties creating, accessing, or completing your application, please contact or (360) ###-#### or toll free (877) ###-####, 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. 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. That's 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 (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 (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 , 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 Family and Medical Leave Act (FMLA) Leave Without Pay Please visit the State HR Website for more detailed information regarding benefits. Updated 07-21-2025 01 Are you a current or former Washington State government employee?
02 Have you attached your cover letter and resume to your application? Please ensure both documents are included as they are crucial for the evaluation process.
03 Please select all that apply from the list below. I have experience with the following:
- Working level experience with MS Word, Excel, PowerPoint, and Outlook.
- One year of experience and working knowledge with SharePoint and Microsoft Teams.
- Four years of progressively responsible experience in office/clerical, secretarial, legislative, or general administrative work.
- One year of high-level administrative duties and/or providing and coordinating administrative support functions with multiple supervisors or managers.
- None of the above
04 Please describe your experience as indicated in the previous question including where you gained the experience. If this does not apply to you type N/A. 05 How many years of progressively responsible experience do you have in planning, organizing, coordinating and completing administrative duties, in an office?
- 0-1
- 2-3
- 4-5
- 6-7
- 8-9
- 9+
- I do not have this experience.
06 Please describe your experience as indicated in the previous question including where you gained the experience. If this does not apply to you type N/A. 07 What is your approach to ensure that diversity, equity, and inclusion are a priority in working in customer service, supporting the agency, local office, and with your peers? 08 Which of the following best describes your experience organizing multiple assignments, sometimes of a complex nature or involving competing priorities to produce work products that are accurate, thorough and on time?
- I have 5 months or less of this experience.
- I have 6-11 months of this experience.
- I have 12-23 months of this experience.
- I have 24 months or more of this experience.
09 ESD 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 Department's job web page: WWW.Esd.Wa.Gov
- Monster
- College/university career fair or website
- LinkedIn
- Facebook
- VERG
- Craigslist
- CareerBuilder
- Diversity Jobs
- Handshake
- Other
Required Question
