Are you a highly skilled administrative professional with a talent for keeping things running smoothly behind the scenes? Do you possess that unique mix of sensitivity, directness, and organizational abilities that allows you to easily coordinate the work of others? And, would you thrive in a dynamic environment where belonging is valued, and your work will make a difference? If this sounds like you, the role of Administrative Assistant 4 at the Department of Retirement Systems may be the perfect role for you!

This recruitment will remain open until filled.
Applicants who apply by 8:00 AM (PST) on Monday, May 4, 2026, will get first consideration.
The hiring manager reserves the right to make a hiring decision at any time during the recruitment process.

This search will include a proctored assessment which is tentatively scheduled between May 13 and May 15
and in-person interviews tentatively scheduled for May 19, 20, and 21.

The Opportunity:
We are searching for a skilled and dependable Administrative Assistant 4 to provide professional administrative support the Assistant Director of the Administrative Services Division (ASD). In this role, you will perform a wide variety of complex and confidential administrative duties in support of the Assistant Director and the division.

Some of what you’ll do includes:

• Serving as the primary point of contact for the Assistant Director. Professionally representing the Assistant Director on administrative matters; communicating decisions, providing updates and reminders, and coordinating follow-up with team members, other divisions, and external partners.
• Planning and leading division projects and special assignments, preparing summaries, briefings, project documentation and draft correspondence with minimal direction.
• Coordinating the logistics of meetings with DRS team members and stakeholders as required; arranging conference/video calls and reserving conference rooms; preparing meeting agendas and attending team meetings; taking meeting notes and providing follow-up information.
• Coordinating training, travel, expense reports, invoice processing, and onboarding and offboarding for ASD team members.
• Acting as the data steward for ASD; collecting, tracking, and preparing reports and presentations for quarterly performance reviews and other agency reporting.
• Administering the ASD SharePoint site and maintaining key operational documents such as delegations of authority and continuity of operations plans.
• Supporting fiscal operations, including cash handling, purchasing card administration, and invoice processing, while ensuring compliance with agency policies.
• Providing backup administrative support to others and coordinating cross-agency meetings, including employer compliance oversight meetings.

NOTE: After successful completion of the review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework up to one day per week, at the discretion of the Appointing Authority and with a telework agreement in place. The ability to work remotely is dependent on the nature of the tasks and projects assigned and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity. You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule, whenever necessary, to complete work assignments, attend mandatory meetings, trainings, etc.

What we’re looking for (required qualifications):
Experience for qualifications can be gained through various combinations of professional employment, education, and volunteer/personal experience. Experience can be concurrent:

• Proven, progressively responsible experience providing senior-level secretarial or administrative support for a mid-level or executive manager. (This is typically gained from a minimum of four (4) years of full-time experience);

In addition to the above:

• Demonstrated ability to accurately produce and edit correspondence, emails, briefing and summary documents (e.g. meeting minutes, procedures, reports etc.);
• Proven ability to gather, analyze, and clearly communicate information in support of administrative functions and special projects;
• Demonstrated proficiency in Adobe Acrobat and Microsoft Office products (Outlook, Word, Excel, Teams and SharePoint, version 2016 or newer).
• Proven ability to maintain confidentiality, discretion and trust in the performance of job duties; and
• Demonstrated proficiency in the following competency areas:

Attention to Detail
Plans and organizes time and resources efficiently. Follows processes and procedures in the completion of work. Carefully monitors the details and quality of work and double-checks work product to ensure accuracy and consistency.

Communication
Effectively conveys information in writing and through the spoken word, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Sees communication as a vital component of high performing teams.

Coordinating and Organizing
Effectively organizes work and coordinates activities, services and schedules to ensure smooth and efficient operation of work. Is an effective communications link and reliable source of information for others. Keeps interested parties informed of the status of events.

Customer Focus
Dedicated to meeting the expectations and requirements of customers. Delivers high quality services and products. Establishes and maintains effective customer relationships. Committed to continuous improvement and always acts with the customer in mind.

Ethics, Integrity, Values, and Trust
Earns the trust, respect and confidence of others through consistent honesty, forthrightness, and professionalism in all interactions. Keeps confidences and admits mistakes. Is seen as being direct and truthful in all situations. Displays extremely high standards of integrity and ethical conduct and models the behaviors expected of others in the organization.

Managing Workloads
Effectively organizes and prioritizes multiple, sometimes complex assignments, often involving competing priorities, to produce work products that are accurate, thorough and on-time. Transitions easily between tasks; is able to incorporate project work into established workload and meet deadlines.

Meeting the Needs of Others
Demonstrates empathy, flexibility, and responsiveness when interacting with customers, colleagues, and community members. Understands that others have varied needs and perspectives and adapts communication and actions accordingly. Builds relationships and collaborates to increase access, opportunity, and positive outcomes for all. Balances and considers all parties’ needs when developing solutions, ensuring equity, respect, and service excellence in every interaction.

Learning and Growth
Demonstrates a growth mindset by actively seeking opportunities to learn, improve, and expand capabilities. Displays curiosity about new ideas and perspectives and an openness to innovation, change, and feedback. Takes responsibility for personal learning by identifying and communicating needs and challenges, and applying new knowledge to navigate systems, tools, and processes. Reflects on experiences to identify strengths and areas for improvement, using learning to make government programs and processes more efficient and effective in serving the people of Washington.

Be sure to read this entire section – We promise, it’ll be helpful!

How to Apply: Interested applicants who meet the qualifications and competencies in this announcement are encouraged to apply.

• To be considered for this position, please be sure to attach the following to your online application:
  1. A cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position. Applications without a cover letter will not be considered.
  2. A chronological resume outlining your experience to-date. Please keep in mind that professional or verifiable volunteer experience may be relevant.
• Be sure to complete all sections of the on-line application and answer all supplemental questions. The work history section of the on-line application should be completed fully. Application fields that say "see resume/attachment" will not be considered. Only those applicants whose background and experience most closely match the qualifications and competencies of this position will be considered for this opportunity.

References, Personnel File Review, and Background Checks

• DRS requires at least two professional references including a professional reference from your current or most recent supervisor.
• If you are a current or recent state employee, we will also review your personnel file as part of our selection process;
• A job offer is contingent upon completion of a background check that includes a criminal record review.

Work Authorization

• Candidates who are offered a job with DRS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future;
• DRS complies with the employment eligibility verification requirements of the federal employment eligibility verification form, I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.
• DRS does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visitwww.uscis.gov.
• Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.

Certified Candidate Pool

• This recruitment may be used to fill future similar vacancies for up to sixty (60) days.
  
  
  
  

DRS offers a generous benefits package that includesmembership in the Public Employees Retirement System, health, dental and vision coverage and participation in the Deferred Compensation Program. Also, as a public service employee you may also be eligible forstudent loan forgiveness. (See the Benefits tab at the top of this post for more information).

Other perks include:

• Flexible work schedules
• Infants at Work Program
• Tuition reimbursement
• Opportunities for professional growth
• Access to LinkedIn Learning
• Commitment to team member safety and wellness
• Community involvement and charitable giving opportunities
• Commute Trip Reduction Program
• Free Parking & and EV Chargers available