Administrative Assistant – Administrative Assistant 2 – Permanent – *02255-25

Description

Working Title- Administrative Assistant

Classification- Administrative Assistant 2

Job Status- Full-Time/Permanent

WDFW Program- Habitat Program – Administrative Operations Division

Duty Station- *Olympia, Washington – Thurston County

*Although this is a hybrid opportunity, the successful candidate must be available to report to the duty station located in Olympia, Washington as needed.  The selected candidate may be able to telework/work remotely up to 1 day per week at the discretion of the supervisor.

Learn more about being a member of Team WDFW!

Photo Caption – Yellow-faced bumble bee – Photo Credit: WDFW

With sustainability and conservation in mind, you will provide administrative support to the Habitat Program and excellent customer service to the program, agency, and public, all consistent with the agency mission, goals, and objectives.

This is an opportunity to serve as the primary support staff for Habitat Program’s Senior Management Team (SMT)and provides administrative support to the Administrative Operations Manager.

We are seeking a candidate to be the primary front-facing internal and external customer service position for the Habitat Program and provide in-office support to Headquarters staff.

WHAT TO EXPECT

Among the varied range of responsibilities held within this role, this position:

Provides Customer Service and Administrative Support to Habitat Program Staff.

• Helps and directs staff with day-to-day questions and requests.
• Provides in-person administrative support to HQ staff. 
• Schedules meetings and conference rooms for both virtual and in-person meetings.
• Processes daily mail for the Habitat Program; forwards Hydraulic Project Approval (HPA) applications, SEPA, and DNS notices to appropriate staff.

Provides Customer Service to external partners and the public.

• Oversees the Habitat Program email inbox: researches information to ensure responses are accurate and prompt; Provides responses directly, or coordinates responses with appropriate staff within the program/agency. 
• Stays up to date on the status of rulemaking and its impact on program function. Coordinates with others in the program and agency to ensure that the most up to date information is provided to staff and customers.
• Explains complex rules regarding HPAs and mineral prospecting to the public.
• Answers the WDFW main phone line, Habitat Program phone line, and HPA Emergency Hotline. Screens and directs customers, both in-person and over the phone.

Business Services Coordination.

• Inventories NRB office supplies, orders supplies, and tracks expenditures.
• Evaluates cost for new equipment and supplies; places orders and prepares payments. Develops cost estimates for equipment needs. 
• Prepares payment documents for copier/printer/plotter device leases and supply orders.
• Maintains Program printer/copier devices.
• Tracks and maintains pooled laptops and projectors.

Provides administrative and management support to Habitat Senior Management Team (SMT) and the Administrative Operations Manager.

• Serves as the primary administrative support for Habitat MMT. Duties include meeting scheduling, coordinating, and reviewing meeting agendas, tracking ongoing topics, attending meetings and taking meeting minutes as needed, reviewing presentations, and assisting with meeting facilitation. 
• Keeps Administrative Operations Manager informed of potential problems, issues, and need-to-know actions daily. 
• Prepares documents, including invoices and OPFs, for the Administrative Operations Manager’s signature. Researches and provides additional information as needed.

Working Conditions:

Work setting: Majority of this position requires in-office work.  Work is performed in a fast-paced office environment with frequent distractions. Work can involve long periods of sitting and possible repetitive motion, particularly at the computer. Work involves lifting and moving boxes, along with other supplies and equipment.

Schedule: Monday – Friday, 8:00 AM – 5:00 PM.

Travel requirements: Occasional/as needed.

Customer Interactions: Front desk; greet, direct and assist customers. Phone and email assistance.  Ability to stay calm and reason, react and plan in stressful situations when handling difficult people.

QUALIFICATIONS:

Required Qualifications:

Option 1:  High School graduate or equivalent, and two (2) years of increasingly responsible office experience, at least one of which must include customer service experience.  Please note:   Formal education will substitute year-for-year for experience.

Option 2:  One (1) year of experience as an Administrative Assistant 1.

Preferred Qualifications:

In addition to the required qualifications, our ideal applicant will possess some or all the following:

• A Bachelor’s degree in business administration, public administration, or closely allied field, and two (2) years of responsible office experience at a senior clerical level or higher. 
• Proficiency with Outlook, Word, Excel, PowerPoint, and Adobe Software.
• Experience providing administrative support to multiple mid or upper-level managers in a professional office environment. 
• Knowledge of basic administrative procedures, office practices, and correspondence preparation. 

Experience:

• Accurately proofreading and editing written documents.
• Communicating complex issues in both oral and written formats.
• Absorbing new information, understanding, and interpreting verbal and written direction, and exercising appropriate assertiveness when needed. 
• Adapting to change and willingly accepting new assignments or projects.
• Working independently and as part of a team.
• Meeting deadlines and managing competing demands.

Ability to:

• Be aware of and able to manage one’s emotions.
• Put oneself in others’ place and take interest in and understand the perspectives of others.
• Seek and easily recognize when others have important information, perspectives, or better ideas.

Your application should include the following:

• A completed online application showcasing how your qualifications align with the job requirements.
• An up-to-date resume.
• A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
• At least three (3) professional references with current contact information.

SUPPLEMENTAL INFORMATION:

In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. Click the “Benefits” tab at the top of this announcement to learn more.

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

Veteran and Military Spouse Preference Notice: 

Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following: 

• Notify us of your veteran or military spouse status by email at [email protected].
• Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22, or USDVA signed verification of service letter.
  • Please redact any PII (personally identifiable information) data such as social security numbers.
• Subject line must include recruitment number, position, and spouse/veteran (example: 2024-1234 – Biologist 1 – Veteran).
• Include your name as it appears on your application in careers.wa.gov.

Diversity, Equity, and Inclusion Employer

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.

Request an accommodation: 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 [email protected], or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.

Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or [email protected]. 

Other questions: If you have other questions regarding this position, please reach out to [email protected] and reference job #2025-02255.

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