Administrative Assistant 4 at State of Washington – View Job Posting for Location, Washington

This recruitment will remain open until March 16, 2025. The agency reserves the right to make a hiring decision at any time after the initial screening date on March 6, 2025. It is in the applicant’s best interest to submit materials as soon as possible.

Make a Difference: Protect Consumers & Join Our Dynamic Team!

The Office of the Insurance Commissioner (OIC) seeks a motivated and qualified individual for the Administrative Assistant 4 position. This role is within the Legal Affairs Division and is based out of our Tumwater Office.

WHY OIC?

• Meaningful work: Ensure a healthy insurance market & protect Washington consumers.
• Impactful career: Make a daily difference in the lives of countless Washingtonians.
• Small agency, big opportunities: Gain a holistic understanding of our mission and build strong relationships with colleagues.
• Flexible work options: Hybrid work opportunities.

About the Position

This recruitment may be used to establish a qualified pool of candidates for Administrative Assistant 4 vacancies in the next sixty days.

The Legal Affairs Division is seeking an exceptional, detail-oriented Administrative Assistant 4 to provide high-level administrative support to the Deputy Commissioner of Legal Affairs. This key role directly contributes to the agency's mission of ensuring fair and effective regulation within the insurance industry.

As the primary administrative assistant to the Deputy Insurance Commissioner, you will be a critical partner in supporting the Division's objectives, managing administrative functions, and enhancing operational efficiency. Your contributions will help coordinate and deliver essential legal resources that underpin the Division’s commitment to timely, transparent, and impactful regulatory practices.

Working closely with the Legal Affairs Leadership Team, the Administrative Assistant 4 will be integral in advancing the Division’s strategic goals. You will assist with a variety of tasks and special projects, ensuring that the Division remains aligned with its business objectives and continues to deliver exceptional service to stakeholders.

This position offers an exciting opportunity to play a pivotal role in a fast-paced, dynamic environment. If you are highly organized, proactive, and passionate about public service, we encourage you to apply and join our team in advancing the mission of The OIC.

This is a Washington General Service position. The monthly salary range for this position is $3,999 - $5,370.

Benefits & Perks

• Comprehensive benefits package: Health, dental, vision, retirement, paid leave (vacation, sick, etc.) and much more!
• Supportive work environment: We value diversity, professional growth, and collaborative atmosphere.
• Wellness programs: Invest in your well-being with on-site resources and initiatives.
• Work-life balance: Flexible schedules with telework opportunities.
• Public service fulfillment: Contribute to a cause that matters and feel the satisfaction of serving the public good.
• Training & Development: Continuously learn and grow with tuition reimbursement. Public Service Loan Forgiveness, and other programs.
• Free parking (Tumwater) & Public transportation pass (Thurston County): Save on commuting costs.
• And more! Explore our website for additional benefits: https://www.insurance.wa.gov

The duties of the position include, but are not limited to:

• Serve as the primary administrative assistant to the Deputy Insurance Commissioner of Legal Affairs.
• Prepare and process various forms of correspondence, including a range of administrative, managerial, confidential communication and division documents, including but not limited to: Human Resources forms, purchasing requests, training requests, and meeting agendas.
• Timely and proactively inform Deputy of important matters that require review or action and assist in managing incoming and outgoing correspondence and ensure compliance with record retention policies.
• Assist the Deputy and the Legal Affairs Leadership Team with annual and biennial operational and budget planning and monitor divisional spending to ensure adherence to budget allocations.
• Schedule meetings on behalf of the Deputy and assist the Legal Affairs Leadership Team with calendars as requested, prioritize incoming requests, prepare for meetings, and ensure deadlines are met.
• Prepare and process travel documents for the Deputy and Legal Affairs staff, make necessary travel arrangements, assist with travel and reimbursement procedures, and ensure records are appropriately submitted to Fiscal and retained in division files.
• Attend and coordinate Producer Enforcement Group and Compliance Committee meetings using meeting room and Teams technology.
• Update the AA4 desk manual to reflect process changes, improvements, or legislative updates.
• Coordinate with facility management for services such as personnel moves, telephone modifications, equipment repair or replacement, injury reporting, and fire and safety code compliance.
• Review supply inventory and order division supplies, ensuring purchases are fiscally responsible and within budget.
• Assist in planning and executing division events focused on morale and team building, including employee recognition activities.
• Under the direction of the Deputy, respond to emails and phone calls from insurance companies, insurance departments in other states, OIC staff, and consumers.

To read more about this position and view all duties, click here to request a position description.

Required Qualifications:

You must meet one of the required qualification options listed and any additional qualifications included in the required qualifications section.

• Option 1: High school graduation or equivalent AND four (4) years of progressively responsible administrative experience, including responsibilities such as composing business communications, coordinating office operations, establishing procedures for administrative functions, managing records, preparing reports, and managing schedules/calendars.
• Option 2: An associate degree* in office management, business management, public administration, communications, or a related field AND two (2) years of progressively responsible administrative experience, including responsibilities such as composing business communications, coordinating office operations, establishing procedures for administrative functions, managing records, preparing reports, and managing schedules/calendars.
• Option 3: A bachelor’s degree* in office management, business management, public administration, communications, or a related field.

*University degrees must be recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent. If a degree was awarded outside the United States, candidates must provide a credential evaluation report.

In addition to the above:

• Intermediate skill level with Microsoft Excel, Word, Outlook, and PowerPoint.
• One year of experience scheduling meetings with multiple attendees who have limited availability, both internal and external. (Experience may be gained concurrently with the qualifying experience listed above)

Preferred/Desired Qualifications:

• Two years' experience supporting an Executive within an office environment.
• Knowledge of project management practices.
• Advanced skill level in Microsoft Excel, Word, Outlook, and PowerPoint.

Ready to join us?

Learn more about the Administrative Assistant 4 position and the OIC by visiting our website. We encourage you to check out our video below and listen to what our employees have to say about working here!

Welcome to the OIC

Submit your application today and take the first step towards a rewarding career at the OIC!

• This position is represented by the Washington Federation of State Employees (WFSE).
• State law (RCW 48.02.090[5]) prohibits employees of the OIC from having any interest, directly or indirectly, in an insurance company other than as a policyholder. This prohibition includes the receipt of renewal commissions. If employment is accepted with this agency, you agree to abide by this state law.
• If a degree or other credentials are listed by the candidate, proof will be required at the finalist stage. Candidates are encouraged to pre-plan for this. University degrees must be recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent.
• If a degree was awarded outside the United States, candidates must provide a credential evaluation report.
• Prior to a new hire, a background check including criminal record 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.
• If claiming veteran status, please send your DD 214 to recruitment@oic.wa.gov with AA4 - 2025-01562 in the subject line. Please do not attach the DD 214 to your application materials. Please black out personally identifiable data such as social security numbers.
• At the OIC, honoring diversity, equity, and inclusion means that as an agency, and as individuals, we are committed to ensuring that all employees and volunteers enjoy a respectful, safe, and supportive working environment. Only by fostering the inclusion of people from all backgrounds, cultures, and attributes, can OIC employees and volunteers achieve their fullest potential and best advance the goals and mission of the agency.
• The Office of Insurance Commissioner is an equal opportunity employer, does not discriminate on the basis of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained service animal by a person with a disability. Persons requiring reasonable accommodation in the application process or requiring information in an alternative format may contact the recruitment team at Recruitment@oic.wa.gov. Those with a hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at 1-800-676-3777 or www.washingtonrelay.com.
• If you are having technical difficulties creating, accessing (log in, password or email issues) or completing your application (error messages), please call toll-free at (855) 524-5627.
• For general questions regarding applying for jobs, contact the recruiter or Recruitment@oic.wa.gov.

How to Apply:

1. Create an online account: Go to the job posting and click the big green “Apply” button. You’ll need to set up an account if you haven’t already.
2. Complete your application: Be sure to answer all the questions fully and honestly. Avoid vague answers like “see resume.” This may result in disqualification.

1. Attach your cover letter and resume. Applications that do not include a cover letter and resume or are incomplete will be automatically disqualified.

1. Provide references: List three people who have supervised your work and can vouch for your skills. If you don’t have enough, you can include people like teachers, college professors, or other professional colleagues.

Your application will be evaluated based on how closely your qualifications and experience meet the required and/or preferred qualifications of the position. Applications missing the requested information or containing incomplete responses may be disqualified and removed from further consideration.

General suggestions for creating a good application:

• Read the job posting very carefully. Find out as much as you can about the position.
• Make sure you are very diligent in following all the application instructions. Include all requested documentation.
• Make sure your application and supplemental question responses address how you meet each of the required and desired qualifications.

• Carefully read each of the supplemental questions and respond completely to each one. Pay attention to each component of the question, providing examples, and thoroughly describing when and where you achieved the experience. Detail the types of work you performed, the work products, etc., to demonstrate 'how'.

• Specifically include all your work experiences doing the same or similar work, especially if you reference work in these jobs in describing when/where you gained experience or skills.
• Make sure your application reflects your best writing.

Wage/salary depends on qualifications or state rules of compensation (if currently a state employee).

Contact us: For inquiries about this position, please contact us at recruitment@oic.wa.gov.