Administrative Operations Support Analyst – Management Analyst 3 – Permanent – *06498-24

FULL-TIME/PERMANENT
ADMINISTRATIVE OPERATIONS SUPPORT ANALYST
MANAGEMENT ANALYST 3

Habitat Program – Ecosystem Services Division
Olympia, Washington – Thurston County

In this position, you will support the Habitat Ecosystem Services Division by coordinating and facilitating critical technical projects. Your work will contribute to the preservation and restoration of Washington’s fish, wildlife, and ecosystems.

This position involves project management, data management, and analytical support, driving initiatives across various public policy areas such as Forest Practices, Forest Health, and Priority Habitats and Species (PHS). 

Duties:

Here is what you will be doing, 

Operational Support: 

• Acts as a division communications liaison and reliable source of information for others to create cohesiveness, collaboration, and clear communications.
• Collects, compiles, and analyzes information and data for internal and external reporting.
• Assists with the division’s Spending Plan development and updates. Tracks contract spending and communicates changes in work schedule that impact contract spending to Ecosystem Services leadership, Habitat Budget Staff, Strategic Operations Section Manager and Administrative Operations Manager. 
• Serves as a P-Card holder and maintains and reports monthly logs and assists with routine purchase needs.
• Tracks internal and external meetings requests and provides scheduling assistance. 
• Assists with development of monthly meeting agendas. Attends meetings (virtual and in-person). Takes and publishes meeting minutes and coordinates creation and distribution of reports.
• Identifies opportunities for continuous process improvement for data tracking, processes, and procedures.

Contract Support and Information Management: 

• Assists in the development and preparation of monthly reports for activities associated with contracts through collection and analysis of project information.
• Assists in the development and management of databases and requests for the Habitat Ecosystem Services Division. 
• Research platform options and makes recommendations to Habitat Ecosystem Services Division Leadership, Supervisor, Strategic Operations Section Manager and Administrative Operations Manager. 
• Creates training materials and provides training to staff. 
• Manages and updates databases as needed. 

Other duties as assigned:

• Provides additional high-level administrative support to the Ecosystem Services Division and sections as needed.  
  • Assists with HR action forms and on and off boarding staff.
  • Acts as division’s gatekeeper, reviews, proof-reads, and edits documents.
  • Assist with travel arrangements/reimbursements, rulemaking, policy reviews, meeting preparation and meeting minutes/summary notes.
  • Coordinates and supports other special projects and event logistics as needed.
• Assists on special projects for the Administrative Operations Division

WORKING CONDITIONS:

• Work Setting, including hazards:
  • This position functions primarily in a fast-paced office setting. Office hazards include working under fluorescent light, repetitively entering data into computer, looking at computer monitor for long periods of time, sitting or standing for long periods of time.
• Schedule:
  • Monday – Friday, 8:00 a.m. – 5:00 p.m.
  • A hybrid work schedule may be approved by the supervisor. 
• Travel Requirements:
  • Limited travel
• Tools and Equipment:
  • Standard office equipment
• Customer Interactions:
  • Frequent interactions with Habitat Program staff, cross-program coordination, and coordination with external partners for technical support and contract management.

Qualifications:

REQUIRED QUALIFICATIONS:

A bachelor’s degree and Three (3) years of experience conducting research and analyzing policies, laws, rules, or regulations, or equivalent experience performing activities closely comparable to the key responsibilities of this position. 

Note: Closely related qualifying experience may be substituted for the required education on a year-by-year basis.

PREFERRED QUALIFICATIONS:

In addition to those required qualifications, our ideal applicant will also have some or all of the following: 

• Training or experience demonstrating an understanding of strategic planning, process improvement, project management principles and techniques, and LEAN principles and techniques.
• Proficiency with Microsoft Word, Excel, PowerPoint, Access, SharePoint, and Adobe software.

Experience in the following:

• Organizing and leading projects in complex environments. 
• Communicating complex issues in both oral and written formats.
• Interfacing with top-level management and key stakeholders to facilitate selection, prioritization, and approval of projects.
• Exercising critical thinking and independent good judgement. 
• Absorbing new information, understand, and interpret verbal and written direction, and exercise appropriate assertiveness when needed. 
• Adapting to change and willingly accepting new assignments or projects.
• Working independently and as part of a team.
• Meeting deadlines and managing competing demands.

Supplemental Information:

Please note: Failure to follow the instructions below may lead to disqualification.

Experience and education selected, listed, and detailed in the Supplemental Questions must be verifiable in the application.

In order to successfully apply for this position, you MUST complete your profile at www.careers.wa.gov and attach the following to your profile before completing the online application:

• A cover letter describing how you meet the qualifications of this position (Generic cover letter will not be accepted).
• A current resume. 
• Three professional references. 

IMPORTANT NOTE: 

All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link:  https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

JOIN THE WDFW TEAM:

Learn about our agency and the perks of working for WDFW!

The Washington Department of Fish and Wildlife has some of the most talented people in the natural resource field.  We celebrate and value diversity, appreciating that a workforce composed of those from different backgrounds and experiences creates an inclusive environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfilling the agency’s mission. We value demonstrated skill in living WDFW values of Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE).

WDFW employees may be eligible for the following: Benefits

Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave types. 

Eleven (11) Paid Holidays per year and one (1) personal holiday if the employee is scheduled to be, or has been, continuously employed by the State of Washington for at least four (4) months. 

Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA),  and an Employee Assistance Program.

Diversity, Equity, and Inclusion Employer

VETERAN PREFERENCE NOTICE:

To take advantage of veteran preference, please do the following:

• Email a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter to [email protected].
• Subject line must include recruitment number, position, and Vet (for example: #10155 Biologist 1 – Veteran)
• Include your name as it appears on your application in careers.wa.gov.

MILITARY SPOUSE PREFERENCE NOTICE: 

To take advantage of military spouse preference, please do the following:

• Notify us of your military spouse status by email at [email protected].  
• Subject line must include recruitment number, position, and MS (for example: #10155 Biologist 1 – MS)
• Include your name as it appears on your application in careers.wa.gov.

Note: Please blackout any PII (personally identifiable information) data such as social security numbers. 

As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications.   Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully.  All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.

The Department of Fish and Wildlife is an equal opportunity employer.  We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity.   Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply.  

Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email [email protected],  or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.

If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or [email protected].

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