The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include: ensuring a fair and accurate elections process; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities in the Olympia area and statewide.

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, and collaboration. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

Based at the state Capitol, the Secretary of State's Executive Office regularly interacts with the people of Washington, key stakeholder groups, leaders statewide, and media outlets. The Executive Office is critical to the success of all major OSOS services and responsibilities through general oversight and leadership, the development of public policy, legislative relations, and external communications.

Administrative Support to Division Leadership
Tasks include: 

• Makes necessary travel arrangements for members of the Division and completes travel vouchers
• Reviews, screens, prioritizes, and distributes Director’s and Deputy’s incoming e-mail and manages appropriate inboxes.
• Reviews and identifies critical correspondence for action, approval, and signature. When needed, reminds the Director and others to respond. Manages critical deadlines for the Director and Deputy.
• Tracks and follows up on special projects as assigned
• Keeps the Director and Deputy informed of significant and important items requiring review or action.
• Drafts, edits, formats, and proofreads correspondence, documents, agendas, and reports.
• Coordinates, schedules, and oversees arrangements for the Director’s and Deputy’s meetings. These include All-Hands, 1:1s, Working Group/Cell, media interviews, and office-wide director/management meetings.
• Assembles information packets, prepares agendas, recording, transcribing, and distributing meeting notes and minutes.
• Arranges meeting space, equipment, and catering needs as required.
• Arranges and confirms meetings, retreats, speaking engagements, and accommodations.
• Exercises decision-making authority and uses good judgement in handling matters for the Director and Deputy
• Exercises discretion and confidentiality in all matters including personnel and other complex, confidential, and sensitive issues.
• Owns account administration and purchase card reconciliation for division digital subscriptions
• Monitors card balance and completes appropriate reconciliation documentation for purchases as the assigned primary purchase card holder for the division
• Uses delegated authority to make and approve purchases and otherwise solve administrative problems
• Prepares credit card purchase requests and orders office supplies
• Sets up and schedules candidate interviews, conducts reference checks as needed; Manages applicant and recruitment materials.
• Coordinates with Division Admin Assistants and Executive Team assistants for support and task accomplishment
• Contributes as a member of the Division management team
• Maintains and updates divisional organizational chart

• Serves as OSOS Campaign Leader for the Combined Fund Drive Annual Campaign
• Assists Productivity Board Program Coordinator and Program Specialist with Productivity Board meetings
• Works with Director and Deputy Director to ensure consistent coverage at legislative reception desk
• Coordinates with and serves on office safety committee

• Provides general support for OSOS office events
• Other duties as assigned.

Required Qualifications:

• Four years of administrative support experience drafting correspondence and any combination of the following: Coordinating office operations; Managing travel arrangements and payment; Managing multiple calendars and projects; Record keeping, bookkeeping, or budget monitoring, arranging payment for office expenses; Planning and coordinating office and public events
• Ability to read and write English language.
• Ability to effectively use a personal computer and applicable software to successfully perform the essential functions of the position.
• Current Washington state driver's license or have obtained an appropriate accommodation.

• Four years of experience using standard office software products 
• Microsoft Office Suite or 365, to compose, send, and respond to electronic mail, and use email program functions such as scheduling and managing meeting requests.
• One year of this experience must be in a government office environment.
• Microsoft Word to create, format, and edit document, insert and format sections, create headers and footers, create forms and templates, work with hyperlinks and use mail merge to create form letter, canned responses, documents, envelopes & labels. 
• Microsoft Excel to create, modify, print, and format spreadsheets, find & replace data, and work with basic formulas and functions. 
• Microsoft Teams to set up virtual meetings, configure meeting recording and transcript generation, Teams Channel configuration and content management.

Working Conditions
In this position, the incumbent works primarily in a standard office setting. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM with the ability to work irregular hours on short notice as needed to support business activities. Occasional local and statewide travel may be required. The incumbent must be able to effectively work successfully with a wide variety of people in a team environment, make good decisions under pressure, and be able to move and maneuver objects weighing up to 35 pounds with or without reasonable accommodation.

How to Apply

• Required: To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position.
  • Current resume
• Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered.
• All veterans must include a copy of your DD214 to receive preference in the hiring process.  You must black out your social security number before attaching it to your application.