Sustainable Operations Support Coordinator, Administrative Assistant 3 (AA3)

Sustainable Operations Support Coordinator, Administrative Assistant 3 (AA3)
Recruitment #2024-3-8559-C
Full-time, Non-permanent, Represented position
Anticipated Non-permanent is April 1, 2024 – March 31, 2025
Location: Natural Resources Building- Olympia, WA
Flexible Work Hours may be available and considered
Salary: $3376.00 – $4497.00 Monthly

Want to join something GREAT and make a difference?

Are you someone who is detail-oriented, and organized, understands the importance of customer service, and enjoys creating solutions to help solve problems?

The Department of Natural Resources (DNR) Sustainable Operations program is looking to hire an Administrative Assistant 3 (AA3) to join the team! This position will be part of and help support a team that is playing a key role in helping the agency meet important emissions reduction milestones via long-term planning efforts, while simultaneously implementing improvements in real time that help programs meet current business deliverables and reduce our impact on the environment.

The ideal candidate for this position will be someone who is motivated by working in a dynamic environment, and who finds value in coordinating team efforts to reach shared goals. Someone who possesses vetted administrative skills, communicates clearly, manages and prioritizes multiple tasks concurrently, and provides customer service to all agency staff and external stakeholders.  

Responsibilities:
This position serves as the principal administrative assistant to the Sustainable Operations Manager. The Position provides administrative support to all facets of the Sustainable Operations Program. As delegated, the position may provide support to other programs within the Enterprise Services Division.

The position covers a broad spectrum of administrative responsibilities for the Sustainable Operations program. The administrative support that this position provides plays an important role in helping reach program goals related to agency emissions reductions, clean building standards, and future sustainability planning. The position maintains respect, confidentiality, and professionalism in all matters.

Key responsibilities of the position include but are not limited to:

• Review and evaluate invoices for program expenditures, checking for accuracy to ensure expenditures are correct.
• Prepare and review documents and invoices for manager approval and signature.
• Provides basic program correspondence to program stakeholders both internal and external to the agency.
• Determine scheduling and logistics for meetings, visits, and travel, related to program business.
• Preparing and tracking information for shared program goals.
• Help manage the hiring process: coordinating interview times and locations, preparing interview/testing packets, and conducting reference checks.
• Formal program contact for agency ITD and Facilities programs. The position makes formal requests to both programs for the planning and purchase of required tech and facility-related items.
• Program Purchase Cardholder. Makes routine small purchases such as office supplies and travel expenditures, on behalf of the program.

Required Qualifications: 

• High School graduation or GED and three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work or a combination of equivalent education and/or experience.
• Experience supporting managers and maintaining confidentiality when working with sensitive information.
• Experience establishing priorities, tracking projects, tracking deadlines, and managing competing interests.
• Working knowledge of:
  • Office organization, methods, and management principles
  • Inventory control and records management
  • Establishing office procedures, standards, priorities, and deadlines
  • Office space allocation and planning
  • Human Resources policies, rules, and collective bargaining agreements
• 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.
• Ability to operate Microsoft Outlook, Word, and Excel.
• Excellent organizational and communication skills (verbal and written).
• Experience in multi-tasking, managing short deadlines, and working independently in a fast-paced environment, with strong attention to detail.