Administrative Assistant – Administrative Assistant 3 – Permanent – *09156-24

Title– Administrative Assistant
Classification– Administrative Assistant 3
Job Status– Full-Time/Permanent
WDFW Program– Wildlife Program – Administrative Operations Division
Duty Station– Olympia, Washington – Thurston County
 
Learn more about being a member of Team WDFW!
 
This is an opportunity to conduct complex administrative duties to support WDFW and the Wildlife Program’s goals and objectives.
 
In this dynamic role, you will provide confidential and administrative support for the Wildlife Director, Deputy Director, and the Wildlife Division Managers.
 
With your experience, you will review work of professional staff to assure the input/output is in conformance with rules, law, and policy.
 
What to Expect-
 
Among the varied range of responsibilities held within this role, this position will:
 
Provides confidential and time-sensitive administrative support services for Wildlife Program Division Managers. Provides back-up confidential and administrative support services for the Wildlife Program Director and Deputy Director as necessary. Provides direct support to the Administration Support Section Manager (MA4) with delegated authority to act in that person’s absence in areas of substance.

• Schedules and maintains calendars.
• Conducts training and direction when needed for staff.
• Coordinates personnel tasks such as recruitment, selection, appointment, and promotions.
• Coordinates and arranges travel, meetings, and conferences. Ensures proper paperwork is completed timely. Processes forms and documents per Office of Financial Management (OFM) and agency policies and rules. Develops and prepares agendas, itineraries, correspondence, and other documents.

Coordinates and manages special Wildlife Programs.

• Manages the Director’s Special Hunt for Terminally Ill Persons; Corresponds with interested parties, reviews applications, routes for approval, coordinates with Licensing to mail out permits, and produces an annual report.
• Coordinates the Game Farm and Shooting Preserve programs; Provides application materials to interested parties, sends out annual renewal packets to licensed farmers, reviews applications, sends out annual Avian Influenza testing reminders and guidance, mails out licenses and game farm receipts, facilitates the shooting preserve application process, manages the sale of agency bird bands, and maintains bird band inventory. 
• Manages the Next in Line Program for Special Hunt permits.

Coordinates and reviews wildlife bi-weekly reports.

• Provides final formatting and edits to bi-weekly reports for the Wildlife Program, including reports from program divisions and regions.
• Manages special outreach project, Fast Facts, to produce digestible material to the public concerning the Wildlife Program; Communicates with subject specialists, tracks progress, edits drafts, collaborates with Public Affairs, and posts content to external website.

Coordinate Annual Hunting Prospects Timeline.

• Creates the timeline for Wildlife Program staff, working with Regional Program Managers, Regional Biologists, and CAPE to update the yearly Hunting Prospects in a timely manner. This work includes scheduling, tracking timelines, and attention to detail while editing the final draft.

 
Working Conditions:
Schedule: Typically, Monday – Friday, 8:00 AM – 5:00 PM, however, this position may be required to work occasional weekends and evenings to meet workload demands.
 
Qualifications:
 
Required Qualifications:
High school graduation or GED and three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.   Formal education will substitute year-for-year for experience.
 
Or
 
Recent experience as an Administrative Assistant 3.
 
License:  Valid driver’s license.
 
Knowledge of: Office procedures and practices; Microsoft Suite programs (Outlook, Word, PowerPoint, SharePoint, Teams, and Excel); business management practices; research methods; and communication and correspondence practices.
 
Ability to: Work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively both in writing and speech.
 

Preferred Qualifications:
In addition to the required qualifications, our ideal applicant will possess some or all 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, Teams, 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.

Your application should include the following:

• A completed online application.
• An up-to-date resume (chronological preferred) showcasing how your qualifications align with the job requirements.
• A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
• At least three (3) professional references with current contact information.

 
Supplemental information:
In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. Click the “Benefits” tab at the top of this announcement to learn more.
 
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

Veteran and Military Spouse Preference Notice: 
Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following:

• Notify us of your veteran or military spouse status by email at [email protected]. 
• Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22, or USDVA signed verification of service letter.
  • Please redact any PII (personally identifiable information) data such as social security numbers.
• Subject line must include recruitment number, position, and spouse/veteran (example: 2024-1234 – Biologist 1 – Veteran)
• Include your name as it appears on your application in careers.wa.gov.

Diversity, Equity, and Inclusion Employer
 
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.
 
Request an accommodation: 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.
 
Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or [email protected].
 
Other questions: If you have other questions regarding this position, please reach out to [email protected] and reference job #2024-09156.
 
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