Administrative Assistant 2

About the position:
Under general supervision, this position provides support and oversight of daily administrative operations for the San Juan State Parks Area, supportive services to staff with the Park Area, and is the principle administrative assistant to the Park Area Manager. This position is the expert in the areas of customer service, financial compliance and oversight, administrative management, and is the point of contact for coordinating efforts with the park with region and headquarters staff.

This position is not eligible to telework, as physical on-site presence is required to perform essential functions.

The San Juan Islands north of Puget Sound is like no other place on earth. The cluster of 400 islands and rocks in the Salish Sea is a world unto itself. Within this watery haven, 16 Washington State Parks welcome locals and visitors to moor, dock, hike, mountain bike, kayak, camp, sightsee and just be on their beautiful shores.
Four San Juan Islands and four State Parks are accessible by car on a Washington State Ferry, the additional 12 Marine Island State Parks are accessible by commercial water taxi or private boat. The auto-accessible parks are Moran (Orcas), Lime Kiln Point (San Juan), Spencer Spit (Lopez) and Obstruction Pass (Orcas).
The position is located at Moran State Park on Orcas Island which has 5 mountain lakes, waterfalls, stunning views of the Cascade and Olympic Mountain ranges from atop Mt. Constitution, and over 38 miles of trails.Duties

Duties include, but are not limited to:

• Assist with managing Area Managers calendar as well as maintenance of other calendars and scheduling of routine park activities and functions.
• Assist with managing Park Resource Management such as concessions and lease agreements, housing agreements, special activity permits, monitoring and updating Security of Assets plans, and Park Disaster Preparedness Plans.
• Assist with confidential correspondence and sensitive paperwork and applies policy and past practices in response to non-routine decisions or actions; resolve customer problems and complaints; delegated signature authority within the scope of responsibility, as determined by the Area Manager in their absence.
• Assist the manager with the development and monitoring of budget information.
• Responsible for providing, managing, and coordinating customer service for the Park Area and acts as the customer service manager and is the office interface with the public.
• Facilitates administrative communications for the park during regular business hours.
• Responsible for processing mail and email, answering phones and responding to inquiries.
• Responsible for providing, managing, and coordinating customer service for the Park Area.
• Responsible for scheduling and training staff in use of the reservation system (CAMIS) and resolving CAMIS problems and reconciliation of fiscal information within the system.
• Provide information to headquarters and region staff and responds to needs for the day-to-day administrative operations in the areas of Human Resources, Payroll, IT Services, Operations, etc.
• Responsible for revenue and expenditure processing.
• Responsible for ordering, processing purchasing payments, and resolving purchasing and procurement issues.
• Responsible for inventory management to include routine ordering of supplies, equipment, retail merchandise, and park publications.

Qualifications

REQUIRED QUALIFICATIONS:
Option 1:

• Four (4) years of responsible office experience at the senior clerical level and a valid unrestricted (except for corrective lenses) driver’s license and one (1) year of work experience using Microsoft Office to include Word, Excel, and Outlook.

Option 2:

• Associate degree and two (2) years of responsible office experience at the senior clerical level or higher and a valid unrestricted (except for corrective lenses) driver’s license and one (1) year of work experience using Microsoft Office to include Word, Excel, and Outlook.

Option 3:

• A combination of education and responsible office experience the senior clerical level or higher that equals up to four (4) years and a valid unrestricted (except for corrective lenses) driver’s license and one (1) year of work experience using Microsoft Office to include Word, Excel, and Outlook

DESIRED QUALIFICATIONS:

• Knowledge of state government, rules, and regulations.
• Experience with handling financial data which requires mathematical calculations.
• Experience providing direct customer service.
• Knowledge of State Parks’ rules and regulations.

CORE COMPETENCIES:

Administrative expertise:

• The ability to effectively manage complex administrative tasks, including calendar management, scheduling, document handling, and record-keeping. This competency is demonstrated through a track record of successfully supporting senior leadership and managing a high volume of diverse administrative duties.

Customer service excellence:

• The skill of providing professional, clear, and patient service to both internal and external stakeholders. This includes the ability to interpret and communicate complex rules and policies effectively, resolve problems, and manage public interactions calmly and professionally.

Financial management and compliance:

• The knowledge and ability to manage financial processes, including revenue handling, expenditures, purchasing, and budgeting. A successful candidate will show meticulous attention to detail and a history of maintaining strict financial compliance.

Accountability and integrity:

• The character to handle confidential and sensitive information with discretion and to act with authority and integrity when delegated signature or decision-making power. This competency also involves a high degree of dependability and trustworthiness.

The ability to take action to learn and grow:

• Adapting to change and applying new approaches.
• Learning to navigate systems, processes, tools, and technology.
• Increasing and developing knowledge, skills, and abilities.

The ability to take action to meet the needs of others:

• Collaborating with others to overcome challenges and find solutions.
• Increasing access, opportunities, and positive outcomes for others.
• Helping and supporting people and communities from all backgrounds.

Requirements:

Uniform information: All Administrative Assistants are required to wear a uniform. A complete and properly worn uniform helps establish the professional identity of an Administrative Assistant and promotes respect as a Washington State Parks employee. Administrative Assistants will receive 4 shirts within the first year (2 shirts per calendar year after the first year), 1 baseball cap every year, and 1 jacket every 5 years.

Working Conditions: Position works five days a week Monday – Friday, 8 a.m. to 5 p.m. and generally, must be available during regular business hours. This position serves all Parks within the park area which may require driving to multiple locations, ferry and/or boat travel. The majority of work is performed in an office setting utilizing standard office tools and equipment such as computer, phone, fax machine, copy machine, etc.; occasional overnight travel may be necessary to attend off-site meetings or training. This position may require sitting or standing for long periods of time and will have frequent contact with internal and external staff and customers.