Confidential Secretary to the Assistant Secretary of Washington State Ferries

at  State of Washington Dept of Transportation

THE OPPORTUNITY

WSDOT is currently seeking a Confidential Secretary to provide executive administrative support to the Assistant Secretary and Deputy Assistant Secretary for Washington State Ferries. This position is responsible for performing various high-level administrative and policy support tasks. As the Confidential Secretary, you will make decisions and act on administrative issues for the Assistant Secretary and the Deputy Assistant Secretary.
This position directly impacts the ability of the Assistant Secretary and the Deputy Assistant Secretary to manage and coordinate activities that accomplish the agency’s mission. The incumbent operates at the highest level of independence and requires an equally high level of judgment, ethical, and professional behavior.

QUALIFICATIONS

To be considered for this opportunity, the following are required:

• Four (4) or more years of progressively responsible, recent experience (within the last 6 years) providing professional-level administrative support to senior-level managers.
• Experience and knowledge of government organization and administrative procedures, government functions research and data collection, and state and agency functional policies.
• Extensive experience with standard (to-WSDOT) software programs, including advanced skills in MS Outlook, Word, TEAMS, Excel, and PowerPoint.

Required Skills:

• Being self-directed, with a willingness to take initiative and exhibit consistent judgment.
• Strong human relations skills and demonstrated experience in working successfully with diverse groups.

Required Abilities:

• Advanced written and oral communication skills.
• Advanced skills in multi-tasking and prioritization.
• Ability to compile information from numerous sources and prepare a single, cohesive document or response.
• Ability to rapidly adjust direction based on new developments.
• Ability to respond professionally to difficult or challenging people and personalities.
• Ability to work independently or within a team.
• Promotes LEAN and friendly climate, the use of and change management principles and approaches, and anti-racism. Fosters collaboration and cooperation among team members.
• Demonstrated commitment to principles of diversity, equity, inclusivity, and belonging.
• Ability to communicate complex information to a non-technical audience virtually, in writing, or orally.

It is preferred that qualified candidates also have:

• Bachelor’s degree or higher in Business Administration, Public Administration, or closely related field.
• Confidentially and professionally – handles delicate or tense situations with sensitivity and discretion, and shares information only with those authorized.

Leadership:

• Demonstrates self-awareness, self-management, and continual growth and learning.
• Demonstrates interpersonal awareness and ability to be inclusive.
• Demonstrates organizational and political awareness, relationship-building skills, and effective decision-making.
• Demonstrates the ability to integrate performance leadership into program activities, provide coaching and mentoring for improved success, provide personalized recognition and celebrate success, and display characteristics of interpersonal influence.
• Demonstrate ethics and integrity.

Communication:

• Ability to communicate effectively verbally and in writing. Participates in meetings in an active, cooperative, and courteous manner. Shares appropriate information internally and externally. Is open to feedback from staff, peers, and supervisor.
• Skilled in leading, facilitating, and guiding group discussion between varied groups.

Workload Management:

• Skilled in organizing and prioritizing multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough and on time.

Teamwork:

• Fulfills commitments to other team members.
• Promotes a friendly climate, good morale, and cooperation among team members. Puts team success ahead of individual success. Values all team members.
• Effectively works with others to understand interest and activities. Stives to achieve agreements and resolve differences. Present interests in a diplomatic and professional manner.
• Interacts sensitively and respectfully with individuals and group to develop productive relationships.

• Maintain Complex executive calendars for the Assistant Secretary and Deputy Assistant Secretary, as well as other leaders as needed.
• Coordinate meetings with legislators, subordinates, stakeholders & partner agencies.
• Develop, coordinate, and manage the organization’s Out of State Travel Plans, and act as the Travel Coordinator.
• Identify, investigate, and initiate operating systems and procedures.
• Lead special project teams in drafting improvements to processes.
• Coordinates weekly executive-level staff meetings, including agenda and follow-up items.
• Partners with division directors and staff in tracking and managing inquiries from the Governor, WSDOT Secretary, members of the state and federal legislators, customers, and the public, and provide timely responses.
• Actively support WSF’s policies and program on Anti-Racism and Diversity, Equity, Inclusivity, and Belonging