Washington State Administrative Secretary - CLJ-CMS in Olympia, Washington


CLJ-CMS: Courts of Limited Jurisdiction Case Management System

DURATION: This is a project position expected to last through March 2023, possibly longer, depending on funding.


Provides a broad range of responsible administrative and secretarial support services to executive, managerial and professional staff.

Independent performance of a broad range of assignments and projects requires substantive knowledge of a variety of processes, procedures, policies, rules and agency standards. Problems are generally resolved by choosing from established procedures or devising solutions. Guidance is available for new or unusual situations. Work is periodically reviewed.


Drafts, formats and finalizes correspondence, reports, letters, newsletters, spreadsheets and slide presentations using office suite software; proofreads, edits, revises, and reformats draft correspondence, reports, letters, newsletters and spreadsheets to improve clarity, increase quality and comply with agency standards.

Screens and distributes mail and messages; distributes records, office supplies, and other materials; orders, receives, and maintains inventory.

Coordinates arrangements for conferences, training events, and committee meetings (includes travel and hotel arrangements); assists in the creation of meeting agendas, assists in producing meeting materials, notifies attendees and drafts meeting minutes. Meeting minute transcription and distribution following meetings.

Develops and maintains filing and indexing systems, recommending and implementing improvements as needed.

Assists in creating, maintaining and uploading web content materials using agency software tools according to agency technology standards. Accesses and maintains documents in SharePoint.

Answers telephones, receives and screens telephone calls; receives and refers visitors, staff and/or the public; responds to inquiries regarding departmental procedures and services.

Performs other duties as assigned.


Advanced skills in using office software.

Ability to learn and use new computer applications as needed.

Knowledge of website navigation, searches and content updating functions.

Knowledge of grammar, spelling, clerical procedures, office procedures, and agency standards.

Accuracy and attention to detail in the delivery of work products.

Ability to maintain confidentiality.

Communication skills both orally and in writing.

Understands customer expectations and ensures work meets those expectations.

Professionalism in dealing with clients, staff, and management.

Ability to multi-task and effectively work on multiple projects simultaneously.

Effectively manages time to meet deadlines, and work schedules.

Ability to analyze problems and develop recommendations and options. Keeps the appropriate senior staff informed on specific work assignments.


An Associate of Arts degree in secretarial science from an accredited college or business school AND:

  • Four (4) years of secretarial experience in a professional work environment.

  • Advanced skills using office suite software tools.

A combination of education and experience demonstrating a working knowledge of the duties and responsibilities of the Administrative Secretary may be considered in meeting the qualifications.


The ability to work in a fast paced and changing environment.

Excellent organizational skills and ability to manage their own time well to stay abreast of the project at all times and during each phase of the project.

Supplemental Information

To be Considered for this Position, Please Submit:

  • A cover letterspecifying how you meet the qualifications of the position (no more than two pages);

  • A chronological resumedescribing your prior job experience to include employers, dates of employment (by total months/years), description of duties, and education; and

  • A completed AOC Application for Employment(found at www.courts.wa.gov/employ).

Failure to submit the required materials listed above may eliminate your application from consideration.

Submission by email is preferred: Employment@courts.wa.gov; or you can fax to (360) 586-4409; or send by mail to Administrative Office of the Courts, PO Box 41170, Olympia, WA 98504-1170

The AOC is committed to the practice of equal employment opportunity and non-discrimination for all persons without regard to race, creed, color, national origin, sex, marital status, sexual orientation, age, 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 of disability needing assistance in the application process, or those needing this announcement in an alternative format, please contact Colleen Clark, AOC Human Resource Office, at (360) 704-4143 or fax (360) 586-4409, or via email toEmployment@courts.wa.gov.

SPECIAL NOTE: All employees hired by the Administrative Office of the Courts are required to be fingerprinted for a criminal history background check with continued employment with the AOC contingent upon the results of this background check.

Job Type: Exempt

Job Number: 2016-055-I25

Department: Administrative Office of the Courts

Closing: 10/31/2016 5:00 PM Pacific

Agency: State of Washington

Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504.

Website: http://www.careers.wa.gov

Salary: $33,504.00 - $43,524.00 Annually

Location: Thurston County – Olympia, WA