Division Coordinator Farm & Food Systems Development

AGRICULTURE - A Cornerstone of Washingtons Economy

The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service regulation and advocacy we keep agriculture viable and vital in Washington State while protecting consumers public health and the environment. We work extensively with farmers and ranchers but our responsibilities from ensuring food safety to environmental protection touch the lives of millions of people locally nationally and abroad.

The agency includes 780 employees approximately and grows close to 1000 employees at the peak of seasonal work. To learn more and view additional openings please visit our Employment Page.

This position plays a critical role in advancing the mission of the Washington State Department of Agriculture (WSDA) by supporting the viability of agriculture while protecting consumers public health and the environment while also ensuring that all Washingtonians have access to healthy food.

What to Expect
Some of the various responsibilities within this role:

Provide expert level analysis and support to the Assistant Director (AD) and division leadership team regarding highly complex issues that impact programs and operations

• Provide expert level consultation and analysis on division structure operational challenges and programmatic opportunities.
• Provide proactive intervention and formulate recommendation for solutions that improve efficiency reduce waste and advance the divisions mission.
• Communicate agency policies to division staff and leadership to ensure consistent application.
• Identify areas of administrative and/or operational risk and provides actionable recommendations to the AD and division management team.
• Ensure the ADs perspectives and priorities are accurately conveyed when interacting with agency leadership external stakeholders and staff.
• Prepare and prioritize documents and general correspondence on behalf of the AD.
• Review materials for accuracy compliance and strategic alignment prior to final approval.
• Coordinate with the division management team to support the full lifecycle of grant administration including solicitation development application review processes award documentation contract coordination and compliance tracking.
• Ensure grant activities align with agency policies funding guidelines and strategic priorities.
• Monitor grant performance reporting requirements and deadlines.
• Serve as a central point of contact for internal staff and external customers to support transparency accountability and successful program delivery.
• Ensure alignment with HR policies state regulations and agency guidance.
• Direct the planning and execution of division-wide meetings.
• Provide guidance to the division staff on policies processes and compliance expectations.
• Exercise delegated authority on behalf of the AD to oversee and direct division administrative functions drawing on thorough knowledge applicable federal state and agency laws rules and procedures.
• Oversee personnel actions within the division including preparations of required personnel forms and letters and coordination with HR.

• Serve as the divisions expert on agency administrative systems procedures and operational best practices.
• Oversee the development and implementation of division-wide administrative policies and process improvement strategies that enhance efficiency ensure regulatory compliance and reduce unnecessary expenditures.
• Direct the work of the division administrative team ensuring that delegated tasks are completed with accuracy timeliness and in alignment with strategic goals.
• Coordinate staffing and resource needs including the identification of office space and the acquisition and setup of equipment for new staff and acts as liaison to human resources IT facilities fiscal and other central services.
• Maintain high-level system functions within the PISCES platform including month-end processing leave tracking user access job classifications fund codes and data accuracy.
• Serve as the primary liaison with the PISCES programming team to request system modifications and ensure functionality meets evolving division needs.
• Oversee the divisions compliance with state travel and expense policies by managing the TEMS auditing and approval process.
• Provide training to staff on travel-related procedures and coordinates formal training opportunities as needed.
• Oversee procurement activities across the division ensuring purchasing decisions are cost-effective policy-compliant and aligned with budgetary allocations. Oversees office and specialty supply ordering and ensures proper coding of all expenditures.
• Serve as a resource and mentor to administrative staff throughout the division providing guidance coaching and training in administrative processes fiscal management and internal systems.
• Facilitate regular meetings and training sessions to share updates on key topics such as system changes policy updates grant administration and agency initiatives.
• Provide direct supervision to administrative staff within the division.
• Conduct annual evaluations as required by agency policy and offers regular feedback to promote professional growth accountability and operational excellence across the administrative team.

• Provide high-level coordination and administrative leadership for division rulemaking activities ensuring all actions align with agency procedures statutory requirements and timelines.
• Serve as the primary administrative liaison between division programs and administrative regulations group.
• Schedule and attend required meetings related to division rulemaking efforts.
• Ensure timely and accurate stakeholder notifications in accordance with established timelines and agency protocols.
• Oversee the posting of relevant documents to the agencys website.
• Oversee the preparation and submission of required filings to the State Code Revisers Office ensuring all documentation is complete compliant and properly submitted to support transparent and effective rulemaking.

Who should apply
Professionals with:

• Four (4) years of progressively responsible experience in office/clerical administrative work.
• Demonstrated proficiency with Microsoft Office applications.
• Proficient in time management and managing multiple activities.
• Two (2) years of experience working with grants and/or contracts.
• Three (3) years of experience conducting research and analyzing policies laws rules or regulations or comparable combination of graduate education and experience.
• At least one (1) year of supervisory experience.

• A bachelors degree in business administration public administration or related field.