Administrative Assistant 4

Description

About the Agency & Division:
The WSP actively supports Diversity, Equity, Inclusion in the workplace, and is an Equal Opportunity Employer.The WSP strives to create and foster an inclusive culture inspiring everyone to be their authentic selves, speak openly, and be courageous. The WSP continues to focus on equitable hiring, training, and promotional practices and policies through innovative recruitment and retention solutions. Partnering with our communities helps the WSP provide the best in public safety services now and into the future.
The Firearms Background Division (FBD) supports the Washington State Patrol’s (WSP) mission to "make a difference every day, enhancing the safety and security of our state by providing the best in public safety services" by managing and administering firearm related background checks and related systems for the State of Washington. FBD is comprised of three Sections: Firearm Transfer Support Unit, Research and Appeals Unit, and the Quality Assurance and Training Unit. The Division provides services to Law Enforcement Agencies (LEA)’s and Federal Firearms Licensees (FFLs) also known as firearm dealers.

Duties

The Administrative Assistant 4 is the principle assistant providing administrative support to the District/Division Commander and the management team. The position is responsible for the oversight of administrative operations within the Division and ensures consistency with agency policy, procedure and local standard operating procedures.
Our new teammate will be able to:

• Facilitate work on behalf of the Division Commander.
• Have Signature authority in absence of Division Commander.
• Prepare briefing materials, reports, and other supporting materials to be used by the Division Commander.
• Develop and maintain the Division Commander's confidential administrative files.
• Act as liaison between Division Commander and internal, and external, stakeholders.
• Obtain proper approvals and retain Training and Travel Request (TTR) documents according to record retention policies.
• Coordinate with program managers and budget staff in preparing request packages and budget related response to the legislature.
• Participate in strategic and quality planning process.
• Research federal and state regulations on behalf of the Division Commander as they pertain to their scope of responsibility.
• Develop budget estimates, monitors, and controls budgets from a variety of sources.
• Coordinate maintenance and repair activities by working with building owners, vendors, FBD unit managers, Budget Fiscal Services, Property Management Division, DES and others.
• Coordinate and facilitate the on-boarding and off-boarding of staff with all associated agency support departments.
• Process employee confidential records.
• Provide backup to other Administrative Assistants.

Qualifications

Required Qualifications:

• High School diploma or GED equivalent.
• Four (4) years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
• An Associate’s degree in Business Administration or related field OR a Two (2) year certification from a Career and Technical High School may substitute for two years of the required experience.

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• Opportunities to serve your community and make an impact through meaningful work.
• Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01.
• Qualification for the Public Loan Forgiveness Program.

Supplemental Information