Job Details
Administrative Assistant (AA3)
2026-08-05 State of Washington all cities,AK
Description:
What you will bring to the role:
*Experience can be gained concurrently*
Up to three (3) years of relevant education may substitute year for year for experience.
What may help set you apart:
For information about available accommodations, the interview process, or the position contact Kyle Odell.
Supplemental Information
Join us as we transform how government delivers services! Together, we can build a legacy of commitment to diversity, equity, and inclusion that will benefit generations to come. Be part of this vital mission and make a real impact in your community.
How to Apply:
Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas, including supplemental questions, are completed in full.
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.
We value diverse perspectives and life experiences.We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ+, people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.
Veteran/Military Spouse Preference Notice
To take advantage of veteran/military spouse preference, please notify the Talent Acquisition Team
The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, religion, 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 dog guide or service animal by a person with a disability.
Persons requiring accommodation in the application process, during the recruitment process, or who need this job announcement in an alternative format, may contact the Human Resources Office at 360-902-4000 or may email HRRecruit@dol.wa.gov. Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at 360.339.7344.
The candidate pool certified from this recruitment may be used to fill future similar vacancies for up to sixty days.
We do not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit .
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
01
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future. Are you able to meet this requirement?
02
In this role, you will have the privilege to serve a diverse group of teammates, customers, and partners. How would you use your understanding of cultural differences to create an inclusive environment where everyone feels valued and has the opportunity to succeed?
03
This role handles many support functions in office or traveling to DOL locations. Currently, the average time in the office is four (4) days per week. Please indicate below that you are willing and able to work multiple (up to 5) days a week in the office as needed.
04
How many years of progressive experience do you have in office/clerical, secretarial, bookkeeping, accounting, or general administrative work?
05
Do you have one (1) year of the following experience?Select all that apply.
06
Do you have the following?Please select all that apply.
07
Do you have the ability to do the following?Please select all that apply.
08
Do you have the following?Please select all that apply.
09
Please describe your progressive experience performing office, clerical, secretarial, bookkeeping, accounting, or general administrative work. Include examples of your primary responsibilities, the level and scope of management or staff you supported, the complexity of the work performed, and the length of time in each role.Please type N/A if you do not have this experience.
10
Describe a situation where you had to independently prioritize competing requests or shifting priorities. What factors did you consider, how did you determine what needed attention first, and what was the outcome?Please type N/A if you do not have this experience.
11
Administrative professionals often work with sensitive or confidential information. Please describe your experience handling confidential records, personnel matters, financial information, leadership discussions, or other sensitive materials. What steps did you take to ensure information was handled appropriately?Please type N/A if you do not have this experience.
12
Where did you learn of this vacancy?
13
If you answered "other" to the preceding question, please indicate where you learned of the vacancy in the space below.
14
I understand to be considered for this position I must answer all supplemental questions fully and list all applicable experience in my application.
Required Question
Salary : $47,100.00 - $61,644.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2026-04698
Department: Dept. of Licensing
Division: Business and Professions
Opening Date: 08/03/2026
Closing Date: 8/9/2026 11:59 PM Pacific
Description
We are dedicated to growing a culture of belonging through our values: Respect | Trust | Diversity | Inclusion | Equity
At the Department of Licensing (DOL), we recognize the importance of work life harmony and strive to create a culture where employees feel valued and respected. Our employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers and help build trust in our government.
We are currently recruiting for an Administrative Assistant to support our Prorate and Fuel Tax Services (PRFT) within the Business & Professions Division.
Our Business & Professions Division (BPD) oversees licensing and regulatory activities for 34 professions and 133 license types (businesses and individuals) and administers the Prorate and Fuel Tax Services Section. PRFT administers the state's fuel tax collection programs, as well as the International Registration Plan (IRP) and International Fuel Tax Agreement (IFTA), collecting almost $2 billion in annual revenue for the state's transportation programs to ensure investment continues in state roadways.
If you have excellent communication skills, are exceptionally organized, and can successfully manage shifting priorities across diverse responsibilities, we invite you to apply!
Duties
As an Administrative Assistant within the Business and Professions Division (BPD), you will play a key role in supporting the daily operations of PRFT. Working closely with the supervising Administrative Assistant, managers, and staff, you will help coordinate meetings, maintain records, document decisions and action items, support recruitments and personnel activities, and ensure the section has the resources and organization needed to meet business goals and deliver excellent customer service. Success in this role requires strong organization, attention to detail, sound judgment, and the ability to adapt quickly in a fast-paced environment while balancing a wide variety of administrative and operational responsibilities.
Some of what you will do:
- Coordinate calendars, meetings, training events, and travel; prepare materials, document decisions and track action items; provide administration and organization support to section leadership and staff.
- Organize and maintain records, correspondence, personnel information, and administrative resources to ensure information is accurate, accessible, and compliant.
- Support recruitments, onboarding, offboarding, and other personnel processes while serving as a resource for staff and managers on administrative procedures.
- Assist with purchasing, invoices, travel documentation, and other operational activities that keep the section running effectively.
- Provide administrative support for special projects, public records activities, and day-to-day business needs while helping leadership respond to changing priorities.
What you will bring to the role:
- Three (3) years of combined progressive experience and education in office, clerical, secretarial, bookkeeping, accounting, or general administrative work.
- Experience must include one (1) year of the following:
- Providing customer service by listening attentively, identifying issues, providing options, fulfilling services or exercising knowledge of laws and regulations to resolve complaints or conflicts.
- Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
- Composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, notes independently.
- The ability to:
- Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
- Promote and support a respectful, equitable, and inclusive workplace for all employees.
- Promote and support respectful, equitable, and inclusive delivery of services to customers.
- Take action to learn and grow.
- Take action to meet the needs of others.
*Experience can be gained concurrently*
Up to three (3) years of relevant education may substitute year for year for experience.
What may help set you apart:
- Experience in the following:
- Collecting, organizing and storing documents and information, and devising or maintaining effective systems for retrieval and distribution.
- Processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
- Creating and delivering informational materials for customers and stakeholders using presentation and office software.
- The ability to operate a vehicle to transport equipment and materials or to perform assigned duties at multiple worksite locations.
- This role will require you to work in office at our Olympia, WA location four (4) days a week as business needs require.
- Prior to a new hire, a pre-employment 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.
For information about available accommodations, the interview process, or the position contact Kyle Odell.
Supplemental Information
Join us as we transform how government delivers services! Together, we can build a legacy of commitment to diversity, equity, and inclusion that will benefit generations to come. Be part of this vital mission and make a real impact in your community.
How to Apply:
- Select the apply button at the top of this job announcement.
Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas, including supplemental questions, are completed in full.
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.
We value diverse perspectives and life experiences.We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ+, people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.
Veteran/Military Spouse Preference Notice
To take advantage of veteran/military spouse preference, please notify the Talent Acquisition Team
The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, religion, 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 dog guide or service animal by a person with a disability.
Persons requiring accommodation in the application process, during the recruitment process, or who need this job announcement in an alternative format, may contact the Human Resources Office at 360-902-4000 or may email HRRecruit@dol.wa.gov. Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at 360.339.7344.
The candidate pool certified from this recruitment may be used to fill future similar vacancies for up to sixty days.
We do not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit .
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
01
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future. Are you able to meet this requirement?
- Yes
- No
02
In this role, you will have the privilege to serve a diverse group of teammates, customers, and partners. How would you use your understanding of cultural differences to create an inclusive environment where everyone feels valued and has the opportunity to succeed?
03
This role handles many support functions in office or traveling to DOL locations. Currently, the average time in the office is four (4) days per week. Please indicate below that you are willing and able to work multiple (up to 5) days a week in the office as needed.
- Yes
- No
04
How many years of progressive experience do you have in office/clerical, secretarial, bookkeeping, accounting, or general administrative work?
- I have less than 1 year of this type of experience.
- I have 1 or more years of this type of experience.
- I have 2 or more years of this type of experience.
- I have 3 or more years of this type of experience.
- I do not have this experience.
05
Do you have one (1) year of the following experience?Select all that apply.
- Providing customer service by listening attentively, identifying issues, providing options, fulfilling services or exercising knowledge of laws and regulations to resolve complaints or conflicts.
- Using computer programs to write documents, send emails, edit spreadsheets, write notes, and present information.
- Composing, formatting, proofreading, and editing professional correspondence, emails, memos, letters, notes independently.
- I do not have this experience.
06
Do you have the following?Please select all that apply.
- Experience collecting, organizing and storing documents and information, and devising or maintaining effective systems for retrieval and distribution.
- Experience with processing payments for invoices, vouchers, purchases, facility and equipment rentals, and special purchases.
- Experience in creating and delivering informational materials for customers and stakeholders using presentation and office software.
- Ability to operate a vehicle to transport equipment and materials or to perform assigned duties at multiple worksite locations.
- None of these apply.
07
Do you have the ability to do the following?Please select all that apply.
- Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
- Promote and support a respectful, equitable, and inclusive workplace for all employees.
- Promote and support respectful, equitable, and inclusive delivery of services to customers.
- Take action to learn and grow.
- Take action to meet the needs of others.
- None of these apply.
08
Do you have the following?Please select all that apply.
- An Associate degree or higher.
- Experience leading or supervising a team which could include guidance to staff, cultivating teamwork, mentoring, or coaching staff.
- Experience coordinating travel and meeting arrangements for staff using Travel Expense Management System (TEMS) or similar system.
- Experience managing, coordinating, and archiving records according to approved retention schedules.
- Experience monitoring budgets, tracking expenditures, and budget projections.
- None of these apply.
09
Please describe your progressive experience performing office, clerical, secretarial, bookkeeping, accounting, or general administrative work. Include examples of your primary responsibilities, the level and scope of management or staff you supported, the complexity of the work performed, and the length of time in each role.Please type N/A if you do not have this experience.
10
Describe a situation where you had to independently prioritize competing requests or shifting priorities. What factors did you consider, how did you determine what needed attention first, and what was the outcome?Please type N/A if you do not have this experience.
11
Administrative professionals often work with sensitive or confidential information. Please describe your experience handling confidential records, personnel matters, financial information, leadership discussions, or other sensitive materials. What steps did you take to ensure information was handled appropriately?Please type N/A if you do not have this experience.
12
Where did you learn of this vacancy?
- Word of mouth
- DOL jobs pages
- Handshake
- WorkSource
- careers.wa.gov
- Indeed.com
- VERG event
- Other
13
If you answered "other" to the preceding question, please indicate where you learned of the vacancy in the space below.
14
I understand to be considered for this position I must answer all supplemental questions fully and list all applicable experience in my application.
- Yes
- No
Required Question