Administrative Assistant – Washington Geological Survey

WGS Administrative Assistant (AA2)
Recruitment #2024-3-7680
Full-time, Permanent, Represented position
Location: Natural Resources Building- Olympia, WA
Salary: $3,145.00 – $4,174.00 Monthly 

Want to join something GREAT and make a difference?
The Washington Geological Survey (WGS) is looking for an energetic team member with strong interpersonal and organizational skills, and you may be just the right fit to support us! This position is important in supporting our team of creative professionals who provide regulatory oversight and work to protect Washington State’s lands and waters. The Survey strives to provide the best available science to the public, local governments, and tribes to inform their decision-making processes around public safety, growth, and economic vitality.

WGS is seeking someone to provide a range of office and administrative support for our Survey. Our ideal candidate is a proven team player, self-motivated, detail-oriented, highly organized, and displays an effective form of verbal and written communication within WGS and to the public and external stakeholders.

Responsibilities:

Administrative support for WGS Regulatory Programs

• Review, proofread, and provide quality control of regulatory permit documents
• Provide backup and support to the Regulatory Business Manager utilizing a strong working knowledge of the agency’s financial reporting system
• Assume the lead role or assist with fulfilling public disclosure requests
• Scan and file electronic copies of incoming regulatory permit documents, and provide notice of receipt to relevant program staff
• Perform bulk-file scanning and electronic filing of permit files, making them accessible for Regulatory staff
• Prepare and transfer terminated permit files to Washington State Archives

Administrative support for WGS (general)

• Provide direct support to three WGS Assistant State Geologists/Assistant Directors in managing schedules and calendars, as needed
• Serve as backup and support to Administrative Assistant 4 (AA4), as needed
• Greet visiting members of the public, answer questions, provide information, and/or direct them to appropriate WGS staff for additional information
• Answer incoming phone calls to the WGS main line and provide callers with information or direct them to appropriate WGS staff for additional information
• Manage incoming and outgoing mail and maintain mailing supplies
• Assist AA4 in the logistical coordination of WGS meetings and presentations
• Manage the WGS displays in the Natural Resources Building rotunda
• Serve as the WGS record retention manager
• Assist AA4 with biannual vehicle and equipment inventory
• Document new and/or transferred equipment and vehicle mileage reporting and maintain information in the agency tracking system
• Coordinate the surplus of equipment for WGS staff
• Manage the motor vehicle credit cards for WGS staff
• Assist with employee onboarding and offboarding, including maintaining directories and phone lists, obtaining/collecting ID and building access cards, training new employees regarding the vehicle mileage reporting process

Required Qualifications: 

• Two years of progressively responsible experience in office clerical or general administration work.
• Experience with MS Office products.
• Demonstrated commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.