Administrative Assistant 4 - Financial Services Program - *06254-23

FULL-TIME/PERMANENT
ADMINISTRATIVE ASSISTANT 4 (AA4)

WDFW Financial Services Program (FSP)
Olympia, Washington

Are you a senior-level Administrative professional looking for a new challenge?

Do you have an eye for details?

We are seeking a candidate who respects and values the opinions of others, creating an inclusive team environment where every member feels they contribute value to the project and WDFW.

Lazuli Bunting - Photo Credit: Jim Cummins

Our Administrative Assistant 4,

Provides Administrative Support to the Chief Financial Officer (CFO) and Financial Services Program (FSP) Operations. Tasks include:

• Organizes and drafts elements of PDP process, HR action forms, and recruitments.
• Composes, formats, and proofreads documents, follows agency standards, and makes them digitally accessible. Drafts messages on behalf of the CFO.
• Tracks time-sensitive projects and keeps the section manager informed of significant issues or changes.
• Organizes and monitors CFO's calendar, appointments, and daily schedule.
• Works with senior managers, coordinates program recognition events, and coordinates and develops agendas for FSP program meetings, taking notes and tracking follow-up items.
• Trains division points of contact for all centrally coordinated activities in this position description. Creates training curriculum, reference materials and aids to be used to train current and new division points of contact in approved methods that are designed to efficiently achieve compliance with agency/Program (FSP) policies.
• Tracks and processes indirect waivers for Contracts and Purchasing.

Provides Program Administrative Support. Tasks include:

• Helps keep the FSP SharePoint current and relevant. Help to maintain a list of all pages and a refresh schedule.
• Provides administrative assistance to the CFO, Business Operations Coordinator, Division Managers, and all staff.
• Prepares executive correspondences and organizes and edits documents and presentation materials for Executive Management, OFM, and the Legislature. Also, is the backup to the FSP Business Operations Coordinator.
• Processes FSP's HR paperwork, coordinates onboarding, schedules conference rooms and Surplus.
• P-card owner. Prepares and processes invoices for payment. Orders supplies and equipment needed by staff.
• Organizes travel arrangements for Budget, Contracts & Purchasing, Licensing, and FSP staff.
• FSP recognition and agency wellness.
• Communications: Assists in communicating inside FSP, for procedures, and policy.

Responsible for Records Management. Tasks include:

WORKING CONDITIONS:

• Work Setting, including hazards:
  1. Work is generally performed in an office setting.
  2. Position requires extensive computer use.
• Schedule:
  1. This position normally works 8:00 am -5:00 pm, Monday-Friday, but may be required to work occasional weekends and evenings, depending on workload.
  2. Some overtime may be required on short notice during budget development and Legislative Session.
• Travel Requirements:
  1. Some travel may be required throughout the State to attend training, meetings, and conferences.
• Tools and Equipment:
  1. Computer hardware & software; general office equipment.
• Customer Interactions:
  1. Primarily interacts with Assistant Director, Program Division Managers, various staff within the program and agency, and external and internal stakeholders.
  2. Often is required to interact with other program administrative and support staff.

REQUIRED QUALIFICATIONS:

AND

Please note: Administrative support includes those duties beyond clerical/secretarial such as:

• Interpretation of laws, rules, and regulations.
• Administrative data collection and analysis.
• Evaluation of projects, processes, and operations.

Experience in:

• One (1) year of scheduling meetings with multiple attendees who have limited availability, both internal and external.
  1. Please note: Experience may be gained concurrently with the qualifying experience listed above

Proficient in:

• Microsoft Suite (emphasis on Outlook, Word, Excel, and PowerPoint).
• Organizational development.
• Attention to detail.

Ability to:

• Ability to manage multiple tasks efficiently.
• Ability to coordinate and communicate well with others so that deadlines are met.

Knowledge of:

• Government organization and administrative procedures.
• Office methods and procedures.
• Excellent editing and written communications skills.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in Public Administration, Business Administration, English, Organizational management, Accounting, Communications, or related field.
• Knowledge of Washington State Correspondence Guidelines.
• Knowledge of WDFW policies and procedures.
• Skill in organizational development.
• Process improvement skills.

CONDITION OF EMPLOYMENT:

WDFW requires all employees to be fully vaccinated with the COVID-19 vaccine as a condition of employment. You will be required to provide proof of vaccination as part of the hiring process. Please do not upload your vaccination documentation with your application materials - your vaccination status will be verified by your supervisor before you will be allowed to work. Exemptions may be granted for religious or medical purposes.

Please note: Failure to follow the instructions below may lead to disqualification.

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 (a generic cover letter will not be accepted).
• A current resume.
• Three professional references.

IMPORTANT NOTES:

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 agencyand the perksof 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:

Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth.

UNION - WFSE:

This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE). This recruitment may be used to fill positions in addition to those listed.

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 RecruitmentTeam@dfw.wa.gov.
• Subject line should 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 RecruitmentTeam@dfw.wa.gov.
• Subject line should 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. For further information, please contact us at RecruitmentTeam@dfw.wa.gov.

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 may call (360) 902-2276 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 support@neogov.com.

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Employment Type: Full Time - Permanent