Administrative Operations Project Manager - Management Analyst 3 - Permanent - *15670-23

Salary: $4,723.00 - $6,349.00 Monthly
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2023-15670
Department: Dept. of Fish and Wildlife
Opening Date: 12/08/2023
Closing Date: 1/1/2024 11:59 PM Pacific
Description
FULL-TIME/PERMANENT
ADMINISTRATIVE OPERATIONS PROJECT MANAGER
MANAGEMENT ANALYST 3 (MA3)
Habitat Program - Administrative Operations Division
Olympia, Washington - Thurston County
We're seeking a dynamic Administrative Support Specialist to provide invaluable assistance to our Program Director, Deputy Director, and Administrative Operations Manager. If you're passionate about conservation, possess exceptional organizational skills, and thrive in a pivotal support role, this opportunity is for you!
Snowy dock - Photo credit: Rosco DeGamo
Duties
Our Administrative Operations Project Manager,
Provides direct administrative and confidential secretarial support to the Habitat Program Director (PD), Deputy Program Director (DPD) and Administrative Operations Manager (Admin Ops Manager):

• Manages email, calendars, and travel for PD/DPD and Admin Ops Manager, including meeting logistics.
• Acts as correspondence gatekeeper: Reviews, edits, and prepares correspondence.
• Tracks and monitors important information. Keeps PD/DPD informed (daily) of potential problems, issues, and need-to-know actions.
• Tracks internal and external meetings requests and provides scheduling assistance.
• Screens and tracks documents for PD/DPD signature.
• Assists in the program's response to public records request, including file management and records searches on behalf of the PD/DPD/Admin Ops Manager.
• Serves as a records manager for the PD/DPD by developing and maintaining a file system and archiving appropriate files.
• Serves as delegate for PD/DPD to approve Total Time, TEMS, training requests, and other administrative approvals.

Provides operational and project support for Habitat Program:

• Supports and conducts special projects on behalf of the PD, DPD, and Admin Ops Manager.
• Conducts research on short- and long-term projects that may require significant outreach and coordination.
• In coordination with the Strategic Operations Manager, tracks down details, makes recommendations, and resolves issues that require law, policy and rules research in order to brief the PD/DPD. Issue response may require both internal and external coordination.
• Serves as an effective communications link and reliable source of information for others.
• Acts as a communication conduit for management by knowing whom to inform of changes or new developments and ensuring they receive clear communications.

Provides administrative support to the Habitat Program Senior Management Team (SMT):

• Attends SMT and other management team meetings, takes meeting minutes and coordinates and tracks short- and long-term agenda items, assignments, and important topics for various management team forums.
• Assists with development and review of reports, briefings, and presentations.

WORKING CONDITIONS:

• Work Setting, including hazards:
  • This position functions primarily in a fast-paced office setting, which may include long periods of sitting or standing, repetitive motions, and frequent distractions.
• Schedule:
  • Typical 40-hour work week. Monday - Friday, 8:00 a.m. - 5:00 p.m.
  • This position is approved to telework up to two (2) days per week at the discretion of the supervisor.

Travel Requirements:

• Limited travel

Tools and Equipment:

• Standard Office Equipment

Customer Interactions:

• Frequent interactions with Habitat Program staff, cross-program coordination, and coordination with external partners for technical support and contract management.

Qualifications
REQUIRED QUALIFICATIONS:

• Bachelor's degree

AND

• Three (3) years of experience conducting research and analyzing policies, laws, rules, or regulations, or equivalent experience performing activities closely comparable to the key responsibilities of this position.

Closely related qualifying experience may be substituted for the required education on a year-by-year basis.
Certifications/Licenses:

• Valid driver's license

PREFERRED QUALIFICATIONS:
In addition to those required qualifications, our ideal applicant will also have some or all of the following:

• Training or experience demonstrating an understanding of purchasing, strategic planning, process improvement, project management principles and techniques, and LEAN principles and techniques.
• Proficiency with Word, Excel, PowerPoint, Access, Adobe software.

Demonstrated abilities to:

• Organize and lead projects in complex environments.
• Communicate complex issues in both oral and written formats.
• Interface with top-level management and key stakeholders to facilitate selection, prioritization, and approval of projects.

Meet deadlines and manage competing demands.
Supplemental Information
Please note: Failure to follow the instructions below may lead to disqualification.
Experience and education selected, listed, and detailed in the Supplemental Questions must be verifiable in the application.
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 (Generic cover letter will not be accepted).
• A current resume.
• Three professional references.

IMPORTANT NOTE:
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.
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 diana.humes@dfw.wa.gov.
• Subject line must 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 diana.humes@dfw.wa.gov.
• Subject line must 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.
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 please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, 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.
Follow us on social media: LinkedIn | Facebook | Instagram
dh
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of ...