Job Details

Salary : $54,504.00 - $73,284.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2026-02478
Department: Dept. of Commerce
Division: Housing Division
Opening Date: 03/25/2026
Closing Date: 4/8/2026 11:59 PM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step

Description
Administrative Assistant 4
At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places.
Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you.
Let's build what's next, together.

The Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

This position reports directly to the Assistant Director (AD) of the HD division. This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, serve as project manager or project coordinator for special projects, and provides leadership and coaching to the HD Lead Support Team.

The quality of performance of the incumbent in this position directly affects the AD's ability to manage and coordinate all division functions and implementation of agency mission and goals.

This position also supervises lower-level administrative assistant staff and serves as the administrative lead for HD administrative staff.

This position is based in Olympia with an in-office requirement.
Duties

Provide high-level, complex administrative support to the AD and Deputy AD of HD.
Tasks include:
• Exercise signature authority on administrative matters.
• Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality.
• Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc.
• Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD's or Deputy AD's signature.
• Schedule management team and administrative unit team meetings, prepare agendas, and take and distribute meeting notes.
• Coordinate, prepare and facilitate various division meetings and events.
• Coordinates in state and out of state travel. Tasks include scheduling hotels, flights, itineraries, and reserving rental vehicles. Prepare and submit related travel reimbursements.
• Manages incoming mail, emails, phone calls, and voice messages on behalf of the AD, acts independently on issues where authority is delegated. Responds to inquiries and directs correspondence to the appropriate contact. Highlights priorities and informs the AD and Deputy AD on these items.
• Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director's Office, the Governor's Office, the Office of Financial Management, and other internal or external and executive staff.
• Screen, sort, and prioritize appointments for AD or Deputy ensuring appointments are triaged accordingly.
• Prioritize and complete various deadline driven projects as assigned.
• Respond to general inquiries from stakeholders verbally and in writing regarding the division.
• Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up.
• Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities.
• Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.
• Review, correct, track, and approve all materials for AD signature including contracts, personnel documents, correspondence, travel requests, purchase requests, STAR forms and Leave Requests, and other documents for approx. 200 staff members.
• Address division and agency groups on efficiencies, department and division functions, and policies, and answer questions and provide guidance regarding agency and division operations.
• Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents.
• Coordinate with the division's Organizational Development and Communications Specialist, Policy Director, Managing Directors, and Program Managers to develop speaking engagement materials and other resources for conferences and meetings.
• Serve as backup division records coordinator.

Division process improvement and project management
Tasks include:
• Investigate operating methods and procedures in various agency and division functional areas and develop and offer improved methods. Drive continuous improvement for processes and for the AD and Deputy AD.
• Manage and coordinate workflows and ensure completion of multiple, simultaneous HD HR actions, major projects/studies, agency assignments, etc.
• Track and coordinate all high level, complex assignments to ensure all internal processes and procedures are followed and deadlines are met. Provide guidance to the HD Management Team when responding to agency assignments.
• Manage and keep up to date division distribution lists (i.e., HD all staff, HD management team, HD deputies, HD Supervisors, HD contract managers) divisional tracking systems such as Freeze requests and out of state approvals.
• Track and oversee divisional response to all deadlines, including annual performance development plans, mandatory trainings, etc.
• Serve as project manager for division all staff meetings, leading a team of unit representatives to plan and execute two semi-annual all staff meetings.
• Serve as project manager or project coordinator for special projects assigned by AD or Deputy AD.

Supervise and coach administrative staff
Tasks include:
• Supervise professional staff.
• Oversee the work performed by the staff.
• Delegate workload responsibilities and assignments to staff.
• Provide regular feedback, coaching, and guidance to staff.
• Evaluate staff performance and address performance concerns as necessary.
• Recommend corrective and/or disciplinary actions to the AD and Deputy AD.
• Encourage and support staff professional development goals and opportunities.
• Manage staff mandatory training requirements ensuring timely completion.
• Perform all aspects of the hiring process, ensuring adherence to all agency hiring procedures and fulfillment of requirements in coordination with HR.
• Monitor and ensure all mandatory and position specific trainings are completed prior to their respective due date.
• Work with staff to identify additional training needs that support growth and development.

Provide leadership and coaching to the HD Lead Support Team
Tasks include:
• Chair and facilitate regularly scheduled HD Lead Support Team meetings with the Lead Support team consisting of staff who provide administrative support throughout the division.
• Lead the development of administrative standards for business practices and policies to ensure quality, streamlining of operations, and division cohesiveness to meet the needs of internal and external customers. This includes working with Lead Support and the HD Management Team to update comprehensive procedures on personnel processes, travel, purchasing, contract standards, delegated signature authority, correspondence, time accounting, and other operational guidelines found within the division Procedure Manual and other areas.
• Act as the liaison between HD Management Team and the Lead Support Team to create cohesiveness, collaboration, and clear communication between both teams.
• Relay pertinent information and updates from the agency Executive Leadership Team and the HD Management Team to division staff ensuring clarity and awareness for division staff.
• Provide guidance to all units' lead support staff on changes in administrative procedures, upcoming work assignments, and cross-coordination efforts between division programs.
• Identify division best practices to ensure items from the units requiring the AD's or Deputy AD's approval meet requirements and are complete and accurate.
Qualifications

Required Position Qualifications:Four (4) years of combined experience and/or education as described below:
Experience must include the following areas:• Office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Coordinating schedules and supporting in-person and virtual meetings and events, preparing materials, and documenting outcomes to ensure productive collaboration and follow-up.
• Drafting, editing, and formatting correspondence and reports.
• Delivering responsive, respectful customer service and building effective working relationships with staff, partners, and the public.
• Prioritizing and managing multiple assignments; exercising sound judgment and problem-solving skills; maintaining confidentiality, ethical conduct, and accountability for work quality and timeliness.
• Ability to write and speak effectively, and coordinate and supervise the work of administrative support staff.
• Intermediate skill in the use of all Microsoft Office software (Word, Excel, PowerPoint, and Outlook).

OROne (1) year as an Administrative Assistant 3 or Two (2) years as an Administrative Assistant 2

Lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system may substitute for one year of professional experience.
• What is lived experience? Lived experiences is relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid
experience, academic or a combination of experiences. The above-listed experience will demonstrate that a candidate possesses the necessary knowledge, skills, abilities, and competencies to successfully qualify for and perform the duties of the position.

Education involves business administration, public relations, communications, or closely related field. Qualifying education post High School or equivalent may be substituted year for year for experience.

Examples of how to qualify:• 4 years of experience
• 3 years of experience and 1 year of education
• 2 years of experience and 2 years of education
• 1 year of experience and 3 years of education
• 0 years of experience and 4 years of education

Preferred/Desired Qualifications:• Experience working in state government providing administrative support.
• Experience and/or training in change management, project management, or communications.
• Experience using Microsoft Teams, SharePoint, and/or
• Experience with records management and/or responding to public records requests.
• Experience providing excellent customer service.
• Demonstrated understanding of processes in working with media, elected officials, and executives of the Governor's Office.
• Experience supervising one or more employees including hiring staff, training and development, assigning work, evaluating performance, and taking corrective action.
• Strong interpersonal skills, ability to work with all levels of internal management and staff, as well as outside clients, partner groups, and customers.
• Demonstrated ability to prioritize and manage multiple projects simultaneously, handle quick deadlines, and follow-through on issues in a timely manner.
• Demonstrated experience in managing schedules, coordinating meetings, and making travel arrangements.
• Experience in planning and coordination of team-based activities.
• Experience in contracts, budget, and fiscal management.
• Comfortable speaking before large groups.

Required Position Competencies:• Teamwork--Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.
• Attention to detail - Produces high-quality, accurate, and complete work by carefully reviewing and understanding relevant information and processes. Corrects inconsistencies, mistakes, and errors when proofreading materials, and adds in any missing information before they impact people and results. Organizes information clearly, follows policies, processes, and guidelines.
• Motivated self-starter with initiative to take independent action and own your work.
• Creative and proactive problem solver; must possess the ability to make independent decisions and judgments about work priorities.
• Well organized, flexible, proactive, resourceful, and efficient with strong attention to detail.
• Ability to work with diverse groups and individuals to meet shared goals and outcomes.

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: - please reference the job number in your message.
Supplemental Information

This position is based in the Olympia office though occasional in-state travel to attend events or meetings may be required. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-###-#### (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at

Our Commitment to Equal Opportunity
The Washington State Department of Commerce 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, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at ...@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-###-####.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.
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 01-07-2026
01

This role involves managing highly confidential information, balancing competing priorities, and interacting with internal and external parties on behalf of the Assistant Director. In the space below, please write a formal cover letter describing your interest in this position and how you have supported a leader or team in a fast-paced environment. How did you stay organized, ensure discretion, and keep relationships positive?
02

How many years of post-high school equivalent formal education (including college-level coursework, technical and/or vocational education, and/or certification programs.) involving business administration, public relations, communications, or closely related field do you have?

• Less than 1 year
• More than 1 year but less than 2 years
• More than 2 years but less than 3 years
• More than 3 years but less than 4 years
• More than 4 years but less than 5 years
• 5 or more years

03

How many years of professional level experience do you have in the following areas:• Office/clerical, secretarial, bookkeeping, accounting, or general administrative work.• Coordinating schedules and supporting in-person and virtual meetings and events, preparing materials, and documenting outcomes to ensure productive collaboration and follow-up.• Drafting, editing, and formatting correspondence and reports.• Delivering responsive, respectful customer service and building effective working relationships with staff, partners, and the public.• Prioritizing and managing multiple assignments; exercising sound judgment and problem-solving skills; maintaining confidentiality, ethical conduct, and accountability for work quality and timeliness.• Ability to write and speak effectively, and coordinate and supervise the work of administrative support staff.• Intermediate skill in the use of all Microsoft Office software (Word, Excel, PowerPoint, and Outlook).

• Less than 1 year
• More than 1 year but less than 2 years
• More than 2 years but less than 3 years
• More than 3 years but less than 4 years
• 4 or more years of experience

04

If you indicated you have experience noted above, please explain how, where and when you gained this knowledge and experience (must also be reflected in the work experience of your application). If you answered no, please type N/A in the text box below.)
05

Do you have 1 year of experience as an Administrative Assistant 3 within State Government?

• Yes
• No

06

Do you have 2 years of experience as an Administrative Assistant 2 within State Government?

• Yes
• No

07

Do you have lived experience with housing instability and/or experience navigating and receiving services from public systems such as homeless and housing services systems, foster care, the criminal legal system, or behavioral health system?

• Yes
• No

08

If you are hired for this position, you will be duty stationed in the Olympia office and will need to come into the Olympia office to work at least 1 day per week. You will not be reimbursed for travel to and from the Olympia office. Can you commit to working in the Olympia office at least 1 day per week?

• Yes
• No

09

Please describe how you meet the Desired Qualifications. If you do not, please type N/A in the text box below.
10

As a condition of employment, I understand and agree that I must reside in the state of Washington prior to or on the first day of state employment.

• Yes
• No

11

Are you a current or former employee of the state of Washington?

• Yes
• No

12

If you answered yes to the question above, what is the agency you are currently or formerly with? If you answered no, please type N/A.
13

Please select the option below that best indicates where you heard about this job opportunity.

• www.careers.wa.gov
• Aggregate job search website (Indeed.com, Simplyhired.com)
• Department of Commerce website
• Department of Commerce employee
• Social Media (LinkedIn, Facebook, Twitter)

Required Question