Administrative Assistant 4: Innovation and Technology Office-Hybrid

Salary: $55,596.00 - $74,748.00 Annually

Location: Thurston County - Olympia, WA

Job Type: Full Time - Permanent, Flexible/Hybrid

This is a hybrid position, and the incumbent will be required to report to the office in Olympia at least once per week. The salary listed above includes the scheduled 2% general salary increase that goes into effect on July 1, 2026. The high end of the salary range, Step M, is typically a longevity step.

About the role

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.

Responsibilities

• Manage Administrative Operations And Coordinate Administrative Support:
  • 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 of 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:
  • 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.
• Provide Fiscal Administrative Support:
  • Research operating procedures with other agencies, establish procedures, and develop improved administrative methods.
  • Assist with budget preparation, monitoring, and projections. Prepare monthly expenditure reports on office and facilities supplies for I&T.
  • Assist in the development of I&T spending plans. Create and monitor ongoing spending working directly with ESD budget and fiscal staff.

Requirements

• Five (5) years equivalent education/experience based on the competencies below
• OR One (1) year as an Administrative Assistant 3
• OR Two (2) years as an Administrative Assistant 2
• OR High school diploma or equivalent