Description

The Department of Children, Youth, and Families (DCYF) was created to be a comprehensive agency exclusively dedicated to the social, emotional, and physical well-being of children, youth, and families regardless of race, ethnicity, sexual orientation, or other socioeconomic factors. We believe our workforce should reflect the communities we serve, and are actively searching for candidates that reflect that diversity.

We're looking for an energetic, team-oriented, and customer-focused Administrative Assistant 5 to provide high-level administrative support to the Juvenile Rehabilitation Deputy Assistant Secretary. If you have experience providing support to a Director or Executive Leader, an innate ability to stay organized, and thrive in a fast-paced, strength-based, and innovative workplace, apply today! Our vision is that "All Washington's children and youth grow up safe and healthy-thriving physically, emotionally, and educationally, nurtured by family and community."

The Opportunity:
In this position, you will serve as the Deputy Assistant Secretary principal assistant with delegated authority to accomplish administrative responsibilities and requirements in the absence of the Deputy Assistant Secretary. You will coordinate major policy matters and agency programs, address public groups on departmental functions and policies, and serve as the liaison concerning complaints, serious and emergent issues, and problems. You will work cooperatively with other support and administrative staff. This position maintains strict confidentiality of employee and client information.

Our ideal candidate:

• 
  Has a demonstrated commitment to equity, diversity, and inclusion.
• Interacts with co-workers and the community appropriately and professionally to maintain good teamwork and customer service relationships.
• Has ability to work independently to establish priorities and organize work to enable completion of assigned tasks through exercising good judgement, problem solving ability and multitasking to complete all assignments in a timely and accurate manner.
• Must be able to effectively communicate with management, peers, clients and the public

Some of what you will do:

• Coordinates, manages and prioritizes the Deputy Assistant Secretary calendar by reviewing appointment requests and invitations, coordinating and scheduling meetings, schedule changes, and securing meeting space.
• Organizes materials submitted to the Deputy Assistant Secretary; sorts, reads and annotates incoming mail and documents and determines action when necessary.
• Exercises independent judgment and comprehensive knowledge of state and agency policies and procedures in conjunction with agency goals, objectives and operating processes in making administrative decisions.
• Identify meeting objectives and outcome; track action items identified in meetings; assign appropriately and monitor for completion.
• Coordinate major policy matters and agency programs within the agency and with other State, Federal, or local agencies.
• Act as liaison to Human Resource (HR) staff to ensure compliance with policies and procedures for personnel files, personnel actions, performance evaluations, and recruitment and retention efforts.
• Maintain and manage confidential and sensitive personnel records, meetings and activities.
• Represent the Deputy Assistant Secretary on projects, committees and activities related to administrative matters and issues. Collect and disseminate information regarding these work projects, as appropriate.
• Assist the Deputy Assistant Secretary’s direct reports to support and meet program and agency requirements and matters.
• Perform duties as purchase custodian, monthly reconciliation and travel.
• Address public groups on departmental functions and policies and serves as liaison concerning complaints, serious and emergent issues and problems.
• Provides high level details for the Deputy Assistant Secretary for professional commitments including meeting coordination with internal and external executives, Governor's Office staff, tribes, stakeholders and partners.
• Represent the Deputy Assistant Secretary at meetings, conferences, and conventions.
• Receive and confers with official visitors and the public; meet with representatives of government or private interest groups.
• Assist leaders with complex administrative support for the Deputy Assistant Secretary to include sharing in the decision-making responsibility to resolve management issues.

What we’re looking for:
High school graduation or GED
AND
One year as an Administrative Assistant 4
OR
Two years as an Administrative Assistant 3
OR
Five years progressively responsible administrative work.

In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Previously demonstrated commitment to equity, diversity, and inclusion.
• Ability to interact with co-workers and the community appropriately and professionally to maintain good teamwork and customer service relationships.
• Proficiency in applications such as Web-Ex, Zoom, MS Outlook, MS Word, MS Excel, MS PowerPoint. MS OneNote, MS Visio, and Adobe Acrobat.
• Ability to interpret and apply in-depth travel guidelines, SAAM policies, and OFM regulations.
• Ability to work independently to establish priorities and organize work to enable completion of assigned tasks through exercising good judgement, problem solving ability and multitasking to complete all assignments in a timely and accurate manner.
• Ability to maintain confidentiality of client and personnel information
• Ability to analyze sensitive issues in an objective and realistic manner and provide advice and consultation on these issues.
• Ability to troubleshoot and resolve computer hardware, software and other electronic issues.
• Ability to create presentations, complex charts, graphs and electronic forms.
• Ability to write and prepare clear and effective reports and other documents.
• Ability to create and maintain tracking and monitoring systems.
• Must be able to effectively communicate with management, peers, clients and the public, as required to carry out the duties of the position.

How do I apply?
Complete the online application and attach the following documents to your profile:

• Letter of interest describing how you meet the specific qualifications for this position.
• Current resume detailing experience and education.

Supplemental Information:
Per Governor Inslee's Directive 22-13.1 (Download PDF reader) state employees must be fully vaccinated against COVID-19. Please note that any offer of employment is contingent upon you providing verification of your vaccine status, having an approved medical accommodation, or having an approved religious accommodation. No start date will be approved until you have either verified your vaccine status or have an approved accommodation.

Prior to a new hire, a background check including criminal history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

This position is covered by a collective bargaining agreement.

This announcement may be used to fill multiple vacancies.

DCYF is an equal opportunity employer and supports equity, diversity, inclusion, and respect.

The initial screening will be based on the content and completeness of your application and the materials submitted. All information may be verified and documentation may be required. Applications with comments such as "see attachments" or "N/A" in the supplemental question responses will be considered incomplete.

Need accommodation throughout the application/interview process? Unable to apply online? Contact the Recruitment team at dcyf.jobs@dcyf.wa.gov or (360) 280-3173 or the Telecommunications Device for the Deaf at 800-833-6388.

Experiencing technical difficulties creating, accessing, or completing your application? Call NEOGOV toll-free at (855)524-5627 or email support@neogov.com.

To take advantage of Veteran's preference please attach your DD-214, member 4 long-form, or your NGB-22. Please black out your social security number prior to attaching.

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