Administrative Assistant 2 – Wildlife Program – Permanent – *06190-24

FULL-TIME/PERMANENT
ADMINISTRATIVE ASSISTANT 2

Wildlife Program – Administrative Operations Division
Olympia, Washington – Thurston County

This position may be eligible for telework.  The default assigned work location for this position is in Olympia, Washington.  Frequency of onsite work will vary based on business and operational needs.

Do you have a strong background in administration and customer service, and are looking for a challenge?

Have you been told you have an eye for details and exceptional organizational skills?

As our Administrative Assistant, you will provide support services to our Wildlife programs and the Director’s office.

Perform complex administrative duties and provide confidential and administrative support for Division Managers, the Wildlife Director, and Deputy Director.

In this dynamic role, you will provide guidance and training to staff on how to manage records.

With your experience, you will explain and interpret complex rules, policies, and operating procedures.

You thrive on building collaboration and teamwork, assisting the Rules Coordinator with building and maintaining rules files.

Duties:

Here are some things you will do in this role:

Provides direct support to the Administrative MA3 and MA4 to complete professional level assignments. Supports professionals with knowledge of rules, policies, and operating procedures. May have delegated authority to act in the supervisor’s absence for specified tasks: 

• Schedules and maintains calendars.
• Coordinate the WL Program Webinar New/Exiting Employee presentations.
• Assist the team with techniques such as PowerBI to improve processes.
• Creates and distributes signature authority/delegation memos.

Coordinates weekly/monthly reports: 

• Reviews work of professional staff by editing the wildlife bi-weekly reports for the Wildlife Program, including program divisions and regions.
• Posts compiled reports to the external WDFW website for public viewing.

Customer service duties: 

• Answers phone calls and emails about the Wildlife Program activities. 
• Assists with providing point restorations to Master Hunters and in the event of returned special permits.
• Coordinates in-office inventory and places supply orders.
• Tracks staff business card orders, DES orders, and Order Payment Forms.

Coordinates advisory council and division meetings: 

• Arranges meeting room space, refreshments, lodging, and travel for various advisory councils.
• Organizes virtual/hybrid options, distributes agendas, and updates the external website.
• Prepares and submits meeting and travel documentation for reimbursement.

Coordinate program records retention and archiving process: 

• Coordinate with IGU to review, destroy and archive program records as defined by the Records Retention Schedule.
• Review documents, prepare destruction logs, and box transmittal forms to manage program records.

WORKING CONDITIONS:

• Work Setting, including hazards:
  • Office or home setting. Sitting or standing and working on computer for much of the day. 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:
  • Typically, Monday – Friday, 8:00 AM to 5:00 PM.
  • May be required to work occasional weekends and evenings to meet workload demands.
• Travel Requirements:
  • Travel is minimal. May require an occasional in-state overnight stay.
• Tools and Equipment:
  • Computer, agency cell phone, office equipment.
• Customer Interactions:
  • Internal and external customers.

Qualifications:

REQUIRED QUALIFICATIONS:

• High school graduation or GED and two (2) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Or

• One (1) year of experience as an Administrative Assistant 1.

Please note:

• Formal education will substitute year-for-year for the required experience.

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

• Ability to absorb new information, understand, and interpret verbal and written direction, and question or clarify appropriately.
• Ability to adapt to change and willingly accept new assignments or projects.
• Ability to multi-task under stress and prioritize competing assignments in tight timeframes. 
• Ability to work with top-level management and key stakeholders to facilitate selection, prioritization, and approval of projects.
• Understanding of Washington State policies and procedure to include knowledge of OFM regulations, governmental budget concepts, travel regulations, the legislative process, and the Administrative Procedures Act. 
• Advanced computer skills including Microsoft Outlook, Word, PowerPoint, SharePoint, and Excel programs.
• Demonstrated commitment to customer service, with excellent verbal and written communication skills (including the use of proper grammar, spelling, punctuation).
• Demonstrated ability to apply LEAN concepts.
• Knowledge of hunting regulations.
• Valid driver’s license.

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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