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SalaryDescription
Apply early! This recruitment will stay open until filled with an initial screening date of April 9, 2024.
AGRICULTURE - A Cornerstone of Washington's Economy
The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation, and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.
The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.
The Opportunity
The Administrative Assistant provides direct administrative program support and services to the Director's Office and the Administrative Services Division. The day-to-day tasks include, but are not limited to, time keeping and payroll activities, travel coordinator, and submitting invoices to Financial Services for processing. Additionally, this position is the lead for mailroom operations, office supply purchasing, surplus lead, and acts as the backup for IT purchasing, and reception.
We are always searching for the brightest and best to join our team and are committed to fostering employee growth and development. If you are an ambitious, independent worker who loathes boredom at work and thrives in a collaborative fast-paced and fun environment apply today!
Duties
What to Expect
Some of the various responsibilities within this role:
- Acts as a time keeper; tracks employee leave, generates timesheets, and assists with timekeeping questions.
- Prepares and processes invoices for payment and signatures.
- Distributes financial reports to programs.
- Creates and processes purchase orders, and tracks and reconciles division purchases.
- Purchases office supplies and performs inventory checks.
- Manages and updates admin access within the Office Depot system.
- Provides office and clerical support; printing, copying, scanning, and organizing data.
- Generates employee ID badges.
- Leads daily mail operations; receives, sorts, opens; endorses, date stamps, and delivers mail.
- Follows proper procedures when receiving incoming checks.
- Monitors Business Reply Mail account and replenishes monies when necessary through Financial Services.
- Serves as the mailroom point of contact for Divisions for ordering mailing supplies and tracking mail.
- Schedules, assigns, and reviews daily work of one lower-level position.
- Assess training needs for staff in collaboration with Agency Operations Executive Assistant.
- Keeps staff appraised of changes or updated that may affect the Administrative Services Division.
- Monitors and evaluates compentence and performance of staff.
- Audits and processes travel vouchers using TEMS system.
- Assists in making travel arrangements for staff to include booking flights and car reservations.
- Completes and tracks documentation for travel for limit lodging requests, out of the country travel authorizations, air travel requests, or meals with meeting requests.
- Inventories and prepares surplus items.
- Coordinates surplus pick-up with the Department of Enterprise Services (DES) and internal staff.
- Creates online records in DES surplus portal.
Qualifications
Who should apply?
Professionals with:
High School graduation or GED
AND
Three (3) years of progressively responsible experience in office/clerical, administrative work which must include at least one (1) year of supervisory experience.
Note: Formal education will substitute year-for-year for experience.
AND
An incumbent must possess the followingCore Competences:
Customer Focus, Work Standards, Valuing Others, Earning Trust, Communication, Decision Making, Professional Behavior, and Influences.
In addition to the above qualifications, the following knowledge, skills, and abilities will make a candidate highly desirable:
- Skills in conducting research on a specific work assignment.
- Mailroom and cash handling experience.
Supplemental Information
Employee Benefits
- A healthy work/life balance, which may include flexible work schedules, and teleworking.
- WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave; click here for more information.
- 12 paid Holidays & Vacation and Leave Accruals.
- All Personal Protective Equipment (PPE) required will be provided by the agency.
How to apply:
You must complete your careers.wa.gov profile and answer the supplemental questions. In addition to completing the online application, and supplemental questions applicants must attach the following documents to their profile to be considered for this position:
A resume detailing experience and education- A cover letter describing how you meet the specific qualifications for this position
- Three professional references
By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.
Applications with comments "see attachments" will be considered incomplete.
If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.
The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified, and documentation may be required. Applications received via e-mail will not be accepted in lieu of applying through the state's on-line recruitment system.
Diversity, Equity, and Inclusion
The Department of Agriculture celebrates our differences. We strive to hire great people from a wide variety of backgrounds. We are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, status as a protected veteran, genetics, status as an individual with a disability, or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.
We believe in the importance of recognizing the value each of us contributes to the success of the agency mission. Having a diverse workforce is this agency's greatest resource of strength and knowledge. It is through the combination of talents and abilities that we can pursue finding effective measures to provide the best customer service. We are committed to building a diverse and inclusive workplace for everyone and we strongly mean everyone.
Contact Us
Should you have any questions regarding this position or the online application, contact the Human Resource Office at Recruitment@agr.wa.gov.
Prior to a new appointment in the Department of Agriculture, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.
Prior to a new appointment in the Department of Agriculture, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.
Veteran's Preference: Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.
Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.
For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.
