Administrative Assistant

Provides a broad range of responsible administrative services to the Associate Director providing expert level work on varied and complex tasks involving priority setting, organization and implementation of administrative matters. Work is performed independently with the expectation of exercising good judgment and decision making.

Our Mission:  Advance the efficient and effective operation of the Washington Judicial System.

The Administrative Office of the Courts (AOC) is looking for top-performing employees who embody its core values integrity, inclusion, accountability, and teamwork. It is committed to both employee growth and work-life balance.

Our diversity and inclusion efforts include embracing different cultures, backgrounds, and perspectives while fostering growth and advancement in the workplace.

Job #:             2024-42

Status:            Regular, Full-Time* 

Location:        Olympia, Washington

Salary:            Range 50: $52,920 - $69,396 per year (DOQ).  

Opens:           May 09, 2024

Closes:           May 22, 2024. AOC reserves the right to close the recruitment at any time.

AOC requires employees to reside in Washington State.  Any exceptions must be approved.  If you are invited to interview and currently reside outside of Washington State, seek more information about residency requirements from the AOC hiring manager of this recruitment.
 

Position requires work in-office.  There are few, if any, possibilities for telework.

Some of the duties you will perform are:

• Writes and prepares correspondence, reports, letters, spreadsheets, slide presentations using office suite software, proofreads, edits, revises, and reformats publications to improve clarity, increase quality and comply with agency standards.
• Coordinates the administrative activities and operation of the Office or Section.
• Plans and coordinates conferences and meetings for Supervisor.  Maintains calendars, schedules meetings.  Coordinates and distributes information to staff.
• Responsible for conference and meeting coordination to include: arrangement of conference or meeting facility, accommodations, meals, speakers, attendees and guests.  Arranges for and monitors billing, conference fee collection, and other financial transactions related to conference or meeting planning.  Prepares conference and meeting agenda, notifies conferees, attends meetings, and prepares meeting minutes as directed.   May critique or evaluate conference or meeting as directed.
• Conducts studies and prepares reports.  
• Responsible for keeping the Supervisor informed of significant items requiring review or action.  Disseminates information including notification of assignments, due date reminders, and requests for progress reports.
• Responsible for confidentiality of materials, files and information.
• Receives and confers with visitors and the public.
• May act as the designated administrative support for section/division recruitments. Taskings may include: securing timeslots for interview panels, initiating and coordinating video interviews, communicating with candidates, drafting first-day on-boarding agendas, submitting network access requests, completing training requests, ordering equipment, and coordinating other recruitment activities with hiring managers/supervisors and HR.
• Performs other duties as assigned.

AND 

• Ability to demonstrate three (3) years of progressively responsible administrative support experience in a similar professional work environment.
• Ability to demonstrate advanced word processing skills.

Demonstration of relevant work experience may substitute for education experience.

• Proficient ability to compose correspondence, write reports, interpret information, work independently with minimal supervision.
• Demonstrated ability to establish an effective working relationship with Section Managers, other departments and governmental agencies.
• Proficient working knowledge of grammar, spelling, clerical procedures, and general office procedures and processes.
• Proficient use of computer applications such as Outlook, Word, Excel, and PowerPoint. 
• Demonstrated ability to learn and use new computer applications as needed or required.
• Demonstrated ability to communicate effectively orally and in writing.
• Demonstrated ability to multi task in a functionally complex environment.
• Proficient ability to sort tasks and assess task priorities.
• Proficient ability to plan work efficiently and effectively.
• Demonstrated ability to gain and utilize knowledge of internal and external protocols. 
• Proficient time and resource management skills demonstrating the ability to work on multiple assignments concurrently, plans work to accomplish assignments, manages time to complete assigned tasks within the structure set by supervisor.
• Demonstrates the ability to identify, analyze, and resolve problems in a consultative process bringing problems and recommendations for solutions.
• Accurately assesses the resources necessary to carry out planned actions.
• Perceives the impact and implication of decisions made regarding resources. 
• Anticipates potential problems as well as opportunities and adjusts plans based on input.
• Approaches and performs work with attention to detail.
• Consults with and keeps the appropriate senior staff informed on specific work assignments. 
• Meets productivity standards, deadlines, and work schedules.
• Stays focused on tasks in spite of distractions and interruptions.
• Accepts personal responsibility for the quality and timeliness of work.
• Makes best use of available time and resources.
• Acknowledges and corrects mistakes.
• Clearly sees and understands the customers’ expectations and ensures that work products meet those expectations.

• Workweek may fluctuate depending on workload or agency need.
• Overnight travel may be required based on business need.
• This position is overtime eligible. 

The AOC is an equal opportunity employer and does not discriminate based on gender, pregnancy, race, color, national origin, ancestry, religion, creed, physical, mental or sensory disability (actual or perceived), use of a service animal, marital status, sexual orientation, gender identity or expression, veteran or military status, age, HIV or Hepatitis C status, or any other basis protected by federal or state law.  Persons of disability needing assistance in the application process, or those needing this announcement in an alternative format, please contact the AOC Human Resource Office, at (360) 705-5337, or fax (360) 586-4409, or via email to Recruitment@courts.wa.gov. 

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire.

SPECIAL NOTE:  Before 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 job.