Description

WSLCB Vision 
 Safe communities for Washington State.
   
Mission 
 Promote public safety, public health and trust through fair administration, education and enforcement of liquor, tobacco, cannabis and vapor laws.
   

Who we are 

The mission of the Washington State Liquor and Cannabis Board (WSLCB) is to promote public safety, public health, and trust through fair administration, education and enforcement of liquor, cannabis, tobacco, and vapor laws. We search for people who demonstrate a strong work ethic, excellence in customer service, partnering and teamwork, and quality performance.

We want to create a culture that fosters excellence in customer service, open and honest communication, transparency and accountability, data-driven decisions, and business-initiated process improvement.

Our commitment to DEIB

The WSLCB strives to promote Diversity, Equity, Inclusion, and Belonging (DEIB) in all aspects of our work. This includes a commitment to our workforce and external stakeholders.  It is our mission to build, educate, and inspire an inclusive environment that recognizes, respects, and celebrates diversity in the workplace and in the community we serve. We are committed to maintaining a thriving culture where employees and those we serve feel safe and accepted regardless of education, background, or beliefs. As a WSLCB team member, you will have opportunity to join statewide business resource groups (BRGs) such as, Rainbow Alliance and Inclusion Network; Veteran Employee Resource Group; Latino Leadership Network, Blacks United in Leadership and Diversity; Disability Inclusion Network; Washington Immigrant Network; Hawaiians, Asians, and Pacific Islanders Promoting an Empowerment Network; Supporting our Voices, Empowering Rights, and Engaging Indigenous Governance; and Interagency Committee of State Employed Women. 

The WSLCB Licensing and Regulation Division is announcing an exciting opportunity for an Administrative Assistant 5 position in Olympia, WA. This position reports to the Director of Licensing and Regulation Division. The position serves and complements the WSLCB's mission and goals by providing executive level support to the Director of Licensing and Regulation, as well as to division leadership and staff. 

This includes managing complex calendars, coordination and facilitation of leadership meetings, and ensuring the timely preparation and distribution of sensitive and time-critical materials and/or assignments. This position makes decisions and acts on administrative matters to promote effective and efficient division management and operations and maintains positive working relationships with internal and external customers. Responsibilities include the ability to use independent judgment and work prioritization skills in a high-pressure environment, while simultaneously managing various division interests and issues. Additionally, this position has delegated procurement and travel authority, maintains budgetary oversight, manages human resource processes and paperwork, including onboarding and off boarding staff, oversees the division's inventory and tracking of assets, and independently leads and participates in division special projects.

If you have an interest in an administrative position that promotes effective and efficient division management and operations, uses independent judgment and work prioritization skills in a high-pressure environment, while simultaneously managing various division interests and issues, we encourage you to apply to be a part of the WSLCB team!

WSLCB provides a modern work environment and excellent benefits including: 

• A comprehensive benefits package (including but not limited to Medical/Dental/Vision, Long Term Disability, Life Insurance etc.)
• Paid Vacation, Leave, and Holidays
• Tuition Waiver (enrollment in courses at state universities/colleges on a space availability basis - all or a portion of the tuition/fees may be waived for state employees) 
• Tuition reimbursement (courses taken with prior approval in order to further employee’s career development with the WSLCB)
• Training and career development programs (including online courses and LinkedIn Learning) 
• A healthy work/life balance (this may include flexible/alternative work schedules and telework/remote work opportunities, when possible) 
• Employee Assistance Program- a confidential program created to promote the health, safety and well-being of public service employees 
• Generous wellness program (we offer reimbursements for certain fitness related activities)
• Onsite exercise facility (for employees working at WSLCB Headquarters Building in Olympia) 
• Infants at Work Program to promote parent and infant bonding, parental well-being, and healthy infant development. Depending on your job duties, work location, and supervisor approval, eligible employees who are new mothers, fathers, or legal guardians can bring their infant (six weeks to six months) when they return to work. 
• Free parking 

Duties

Some of the duties you will perform are:
 

• Communicate effectively with industry stakeholders, legislative staff, executive level staff and others on behalf of the Director. Establish and maintain positive relationships with agency administrative and support staff.
• Serve as a liaison between Director and other members of division management team, relaying assignments and requesting status information.
• Manage Director’s complex calendar; schedule and coordinate in person and remote meetings, including preparing agenda and meeting materials/presentations, and meeting logistics.
• Manage Director’s emails, reviewing all email and routing and/or delegating as appropriate.
• Understand and stay current on Director’s priorities, assignments, deliverables, and due dates. Track work activities to ensure timely delivery, and completion.
• Prepare and edit various correspondence, presentations, and other documents. Exercise signature authority on administrative correspondence.
• Represent Director as requested at meetings, conferences, and other business functions.

• Make travel arrangements in accordance with agency and state policies for Director and division staff, including airfare, hotel reservations, registration, and ground transportation. Coordinate required pre-approval travel paperwork and after travel reimbursements, as applicable.
• Represent Division in matters pertaining to administrative operations and policies; interpret and apply administrative policies to the work of the Division.
• Practice budgetary delegated authority and provide budgetary oversight, including Division procurement of goods and services and coordination of travel.
• Represent Division on the Agency Lead Support Team.
• Collaborate with Lead Support Team on all agency events, as needed.
• Maintain confidentiality of all performance management and corrective actions.
• Manage all steps involving Division onboarding, promotions, transfers, and separations.
• Create and/or track timely completion of Division Personnel Action forms and related documents.
• Track timely completion of Division Position Description, Expectations and Evaluation forms.
• Serve as Division’s Training Learning Center point of contact and liaison with the agency’s HR division to track Division staff training and resolve training record discrepancies.

Qualifications

Required Qualifications:

Experience for required qualifications can be gained through various combinations of formal professional employment and educational experience. See below for how you may qualify. 

Seven (7) years of administrative or supervisory experience. 

OR

A Bachelor's degree in business, public administration, or closely allied field.

AND

Three (3) years of administrative or supervisory experience.

Preferred/Desired Qualifications:

• Knowledge of government organization and administrative procedures; office methods and procedures; research and data collections; agency policies and procedures.
• Working knowledge of delegated purchase authority.
• Working knowledge of Washington State legislative and rule processes.
• Ability to write and communicate effectively; establish and maintain cooperative relations with others.

Required Competencies: 

The ability to take action to learn and grow

This equity competency identifies people who are curious about themselves and others, who take responsibility for knowing their own strengths and weaknesses, and who use their learning to make government programs and processes more efficient and effective to serve all in Washington.

The ability to take action to meet the needs of others 

This equity competency identifies people who are flexible, adaptable, customer-service focused, and willing and able to empathetically respond to the unique needs of the people they work with and serve.

Accountability: Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight. Effectively organize multiple assignments-sometimes of a complex nature or involving competing priorities-to produce work products that are accurate, thorough, and on time. 

Analysis: Use data and information in a clear and rational thought process to assess and understand issues, evaluate options, form accurate conclusions, and make decisions. Identify key facts in an array of data. Recognize when pertinent facts are incorrect, missing, or require supplementation or verification. Distinguish information that is not pertinent to a decision or solution. Break down data into component parts to understand the nature and relationship of the parts. Recognize underlying principles, patterns, or themes in an array of related information, and determine whether additional information would be useful or necessary. Judge or infer appropriate responses to a set of information on the basis of clear guidelines or procedures. Form accurate conclusions regarding actions to be taken. 

Computer Skills: Display working knowledge of program or agency computer system(s) which may include Microsoft Office, SharePoint, and the AS400. Ability to utilize electronic resources including the internet and accurately document and/or update information in electronic form to maintain complete records. 

Customer Focus: Listen attentively, identify issues, provide options, fulfill services, and/or exercise knowledge of laws and regulations to assist others and/or resolve complaints or conflicts. Build and maintain internal and external customer satisfaction with the products and services offered by the organization. Treat customers with courtesy and sensitivity. Build positive rapport. Make extra effort to satisfy customer needs. Regularly follow up with customer to ensure needs have been fully met. Proactively keep customers informed by giving timely and appropriate feedback. Assess problem situations and initiate effective service interventions that result in customer service needs. 

Effective Communications General: Convey clear, timely, persuasive messages that positively influence the thoughts and action of others. Effectively express ideas and information through the written and spoken word using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the reader or audience ("plain talk"). Keep supervisor and co-workers informed while sharing complete and accurate information with others to include staff and people outside the organization. Practice active listening by concentrating on person or caller; listen without interrupting; and ask questions to clarify and verify information. 

Effective Communications Writing Skills: Compose clear, straightforward, and technically correct documents. Proofread and edit information to improve clarity, organization, content, and correct errors in grammar, punctuation, and spelling. Independently compose written responses to emails and letters from customers answering questions, provide information, and/or explain decisions made regarding eligibility for services or compliance with rules. Extract and compile data to prepare narrative, statistical or other reports for review, analysis, documentation, etc. (e.g. financial, payroll, labor distribution, purchasing, inventory, registration, patient, or student information). Ability to draft, format, and edit documents, presentations, publications, and reports. Acute attention to detail when reviewing materials for completion, accuracy, errors, and omissions. 

Ethics & Integrity: Earn the trust, respect, and confidence of co-workers and customers through consistent honesty, forthrightness, and professionalism in all interactions. Follow through on commitments. Ability to handle subject matter in a professional and politically neutral manner. 

Interpersonal Skills: Establish effective relationships. Display positive outlook and pleasant manner. Contribute to building team spirit. Interact appropriately with co-workers, and in a manner that encourages cooperation and teamwork. Give and welcome feedback. Employ expertise, credibility, and effective partnering to help clients identify, evaluate, and resolve complex or sensitive issues, problems, and service needs. Effectively influence others to achieve understanding, acceptance, and commitment to act in support of ideas, programs, or causes. Effectively persuade others to voluntarily accept recommendations or advice for the purpose of bringing them into compliance with regulations or policy. Diffuse sensitive or difficult customer situations and create a climate for mutual problem solving. Ability to work effectively as a team member. 

Research Skills: Can integrate multiple lines of data; contrast conflicting data; analyze and evaluate the accuracy of data; can create data gathering processes; can propose/formulate new processes; able to design new organizational systems; can logically defend outcomes/results. 

Stress Tolerance: Perform well under pressure. Demonstrate good judgment. Handle unexpected situations with composure. Respond to difficult, stressful, or sensitive situations in ways that reduce or minimize potential conflict and maintains good working relationships among internal and external customers. Work independently in a complex work environment. Ability to multi-task, prioritize work for self and handle short deadlines and high-pressure situations.

Safety: Understands and follows agency safety policies and other standards established to maintain a safe work environment. Carefully organize the personal workspace to minimize the likelihood of an accident or other unsafe incident. Report injuries, accidents or hazards to supervisor.

Supplemental Information

1. Completed online application.
2. Current Resume.
3. Letter of Interest describing how you meet the specific qualifications for the position.
4. Three professional references to include a current or recent supervisor with email addresses and phone numbers.