Agency Receptionist

Description

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.

Duties

Some of the various responsibilities within this role:

Serves as the main receptionist for the Department of Agriculture

• Respond to general inquiries from the public and agency staff, both in person and over the phone, regarding agency programs, issues, and functions.
• Follow security procedures and sometimes dealing with difficult clients.
• Answer multi-line telephone and directs the caller to the appropriate person.
• Greet and direct visitors to the agency.
• Ensure agency visitors are in compliance with agency security procedures by signing-in upon entering the building.
• Maintain temporary badge log sheets for visitors for security issues.
• Ensure and verify that the agency staff person with whom the visitor(s) is meeting is contacted.
• Coordinate the pick-up and delivery of express mail services (FedEx, UPS, Office Depot, etc.)
• Assist with other related clerical duties such as photocopying, faxing, and filing.
• Maintain agency phone/contact list.
• Work with IT staff to regularly compare IT user reports to list of active/current agency employees.
• Monitor incoming fax for Director's Office and Agency Operations staff and sending the fax via email to appropriate staff.
• Receive payments with a staff witness when visitors pay for WSDA services.
• Process checks received from private couriers with a staff witness and delivers the checks and transmittal form to Cashier Lead in Financial Services.
• Track and organize project work and coordinates with another part-time receptionist.

• Assist HR staff in administering a variety of human resources tasks while maintaining confidentiality.
• File personnel paperwork.
• Prepare confidential correspondence for mailing.
• Create, and maintain personnel and position files.
• Prepare new employee packets.
  
• Track employee anniversary dates for service certificates and pins and works with the Governor's office to obtain retirement letters for employees.
• Assist Financial Services with various tasks such as affixing receipt stickers, prepares refund checks for mailing, and scanning federal grant documentation.
• Assist Information Technology with various tasks such as compiling reports of users, as well as database updates.

• Schedule meetings and conference rooms.
• Assist with travel arrangements and processing reimbursements for travel.
• Prepare correspondence for mailing, purchase orders and orders supplies.
• Assist the agency graphic designer with reconciling print orders and invoices, updating form and publication lists in excel, and some ordering of standard print items such as business cards, envelopes, and letterhead.
  

Qualifications

Who should apply?
Professionals with:

• High School Diploma or GED, or equivalent experience.
• One to two years of clerical experience, including providing reception services (answering multi-line phone and directing visitors). 

• Demonstrate proficiency with Microsoft Office applications, and other software as installed.

Supplemental Information

Employee Benefits

• A healthy work/life balance, which may include flexible work schedules.
• 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.

WSDA uses a I-9 form (Download PDF reader)Download PDF reader) to determine Employment Eligibility and Verification, once hired. This document is the authorization of an individual’s ability to be hired for employment within the United States. Applicants must be eligible to work in the United States.

Equity at WSDA

The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways. We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion. We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.

We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

 
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 into 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.