Executive Management Receptionist

Executive Management Receptionist
Recruitment #2024-5-4865
Full-time, Exempt, Non-represented position
Location: Natural Resources Building – Olympia, WA
Salary: $51,322.00 – $59,858.00 Annually 
To allow for growth and salary progression the full salary range is: $51,322.00 – $63,008.00 Annually 

Responsibilities:

• Greets visitors to the Commissioner’s Office;
• Answers DNR’s main telephone number and transfers callers to the appropriate part of the department;
• Answers routine questions from callers about agency business and procedures;
• Maintains consistent reception desk office hours and ensures coverage of the reception desk during all business operating hours;
• Interacts directly with agency staff at all levels, and executives and leaders from other public and private sector organizations, the environmental community, and other stakeholder groups;
• Maintains DNR’s Natural Resources Building (NRB) phone;
• Maintains calendars and schedules for NRB conference rooms;
• Gathers, codes, and submits administrative documents from executive managers: travel vouchers, invoices, purchase orders, etc.;
• Manages EM’s credit cards and reconciles the invoices;
• Coordinates EM’s telecommunications needs with the Information Technology Division and orders and sets up new cell phones for executive management staff;
• Maintains the reception area and the EM supply room: keeps these areas neat and orderly;
• Creates and maintains office supplies and ensures supplies are always stocked;
• Performs light cleaning to augment janitorial services;
• Disposes of surplus items;
• Breaks down and transfers recyclables to collection points on the same floor;
• Serves as EM’s liaison to Facilities, Department of Enterprise Services, and vendors for minor building and equipment issues;
• Communicates security issues to Washington State Patrol, as needed;
• Works with sensitive information while maintaining confidentiality;
• Providing other executive office support as needed.

Required Qualifications: 

• One year of progressively responsible secretarial and reception experience.
• Proficient with Microsoft Office Suite – Excel, Word, Outlook.
• Proficient with financial spreadsheets and common accounting practices.
• Position Specific Competencies:
  • Administer work unit calendars– Successfully develop, post, monitor, and maintain calendars to support and schedule the business activities for the front desk.
  • Adaptability and flexibility – Adapt easily to changing business needs, conditions, and work responsibilities, using viable methods to achieve successful solutions.
  • Communication effectively, both orally and in writing – Consistently comply with accepted rules of English grammar and composition; translate information through written and verbal language, including email, into understandable messages for the intended receiver; use responsiveness in communicating with others, using adequate grammar, punctuation, and spelling.
  • Conflict Resolution – Resolve or initiate resolution to interpersonal and organizational conflict.
  • Coordinating and organizing – Effectively schedule and coordinate events, activities, services, available facilities, or equipment needed to ensure smooth, efficient operation of work.
  • Coordinate with others – Share information, make decisions, and implement solutions to problems or requests.
  • Interpersonal Skills – Build and maintain strong, courteous relationships with peers, supervisors, managers, and clients; provide assistance, information, or other support to co-workers to build or maintain relationships with them.
  • Knowledge of program and services – Have the knowledge to explain processes, procedures, and policies of the work unit.
  • Listen proactively – Listen and respond constructively to the ideas of others and offer support and recognition for those ideas and proposals.
  • Mastery of computer skills – User personal computers, including hardware such as keyboards, and software such as Microsoft Office, to produce timely and accurate work products that fully satisfy the demands of the assignment.
  • Multi-task – Prioritize and perform multiple tasks in the same timeframe; handle interruptions and telephone duties appropriately.
  • Relationship building – Build constructive working relationships characterized by a high level of acceptance, cooperation, and mutual regard through a focus on others by building and maintaining internal and external customer satisfaction with the production and services offered by the AGO and Administration Division.
  • Resourcefulness in problem-solving – Use intelligence, common sense, hard work, and tenacity to solve difficult or complicated challenges; creatively think outside the box in considering options and solutions.
  • Stress tolerance – Effectively handle highly stressful or adverse conditions by making good decisions, and working calmly and accurately while helping calm others.
  • Tact and diplomacy – Respond to difficult, stressful, or sensitive interpersonal situations in ways that reduce or minimize potential conflicts and maintain good working relationships with others.
  • Timeliness/promptness – Be readily available during designated office hours and requested times outside designated office hours; acknowledge co-workers, supervisor, and clients with an immediate response or provide an estimated time when requested information or direction will be provided.
  • Work with difficult people – Work effectively with a variety of personalities and individuals in all situations.
  • Workload management – Effectively handle and organize multiple assignments, competing priorities, and urgent situations, making sound decisions to produce accurate work products thoroughly and on time.
  • Teamwork – Support teamwork and cooperating through open and honest communication; recognize the contributions of others.