State of Washington Classified Job Specification
ADMINISTRATIVE ASSISTANT 4
Class Series Concept
Definition
Distinguishing Characteristics
A major organizational unit will typically have more than 75 full-time equivalent professional and/or classified staff; OR service responsibility for more than 4,000 full-time students or staff, OR in the regional universities, college and community colleges, positions serve as the sole administrative support in an organization that has institution-wide responsibilities; OR positions serve as the sole administrative support in an organization having institution wide responsibilities; OR positions serve as both sole administrative support and the executive secretary reporting to the organizational head.
Typical Work
Develops budget estimates, monitors, and controls budgets from a variety of sources such as state, grants, contracts, service fees, cost centers, gifts and endowments; assists in establishing annual financial goals or target dates;
Participates in establishing short and long-term fiscal plans and performance goals;
Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts;
Prepares annual reports and resolves contractual issues;
Coordinates space management including renovation and/or remodeling; assists in preparation of long-range plans for space utilization and renovation;
Authorizes equipment repair/renovation;
Participates in strategic and quality planning process;
Coordinates with program managers and budget staff in preparing request packages and budget-related responses to the legislature;
Oversees legislation monitoring and/or development;
Conducts or supervises the preparation of studies or project summaries;
Coordinates policy and agency matters within the agency and with other governmental agencies; investigates and coordinates operating methods and procedures with other various staff agencies; develops improved administrative methods;
Coordinates administrative standards and procedures for independent departmental functions such as research, curriculum and instruction;
Establishes procedures and interprets and applies administrative policies to the work of the unit;
Prepares correspondence for supervisor; exercises signature authority on administrative correspondence;
Directs and/or coordinates special projects;
Represents and/or communicates on supervisor’s behalf at meetings, conferences, etc.; speaks for supervisor on administrative policy matters;
May supervise or lead other staff.
Knowledge and Abilities
Ability to: communicate effectively; establish and maintain cooperative relations with others; coordinate and supervise the work of subordinate personnel.
Legal Requirement(s)
Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.
Desirable Qualifications
Four years progressively responsible clerical, office or administrative experience.
Bachelor’s degree in business administration, public administration or a closely related field substitutes for related experience.
One year as an Administrative Assistant 3 OR two years as an Administrative Assistant 2.
Equivalent education/experience.
Class Specification History
Revised legal requirements; effective June 6, 2024, due to adopted legislative action.
Job specification revisions include addition of class series concept; revised definition, distinguishing characteristics, typical work and desired qualifications; base range increase from 46 to 50. Adopted June 23, 2025, effective July 1, 2025.