See Administrative Assistant 1.

Working under general direction, positions serve as the assistant on administrative matters to the head of a state agency, the head of a major sub-division or major operating location of an agency, or to the chief administrator or head of a major organizational unit such as a school, college, or major academic/administrative department. Positions at this level may supervise.

Positions report to an Exempt Management Service, Washington Management Service, chief administrator of a major organizational unit such as a school, college, or major academic/administrative department. Positions establish office procedures, standards, and deadlines. These roles include complex technical tasks such as organizing work, budget monitoring, travel planning, report compilation, database management, and office coordination.

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.

Represents supervisor as delegated;

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;

Provides support to a unit head or administrator; formats transcription, records minutes, composes, edits and types letters;

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 of: government organization and administrative procedures; office methods and procedures; research and data collections; agency policies and procedures.

Ability to: communicate effectively; establish and maintain cooperative relations with others; coordinate and supervise the work of subordinate personnel.

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.

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.

High school diploma or equivalent.


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.

New shadow class established. Adopted June 23, 2025, effective July 1, 2025.