OFBE Administrative Assistant 2 (AA2)

Description

Want to join something GREAT and make a difference?
The Department of Natural Resources (DNR) has an exciting opportunity within our Office of Finance, Budget, and Economics (OFBE) as an OFBE Administrative Assistant 2 (AA2).  If you are detail-oriented and enjoy working in a fast-paced environment, please consider joining our team!

Duties

Responsibilities:
Agency mail distribution 
Receive, sort, and distribute all DNR mail that passes through the Natural Resource Building, including all FedEx and UPS deliveries. Understand United States Postal Service (USPS) and Consolidated Mail Services (CMS) requirements, regulations, and procedures for accurately processing agency outgoing mail; and review outgoing mail for appropriate and properly completed mailing instructions. Maintain mail center supplies and prepare bulk mailing envelopes for outlying offices.

Cash receipting
Process all payments received at the NRB, this includes: identifying all incoming mail that may contain a payment to DNR, opening, verifying, and endorsing all payments received; recording in NaturE all funds received in Olympia from customers paying with check or equivalent, cash, journal voucher, EFT, etc. Closing out the daily receivables journal by reconciling the system log with actual financial documents.

Payment Batch Checking, Finance Office Document Filing, and Warrant Distribution/Mailing
Payments - retrieve and print accounts payable and accounts receivable vendor remittance advices and warrant registers reports from email. Process the warrants according to instructions. File all payment batches and supporting documentation according to established Finance methods. Finance Journal Vouchers - File all journal vouchers and supporting documentation according to established Finance methods.

Assist Finance Management Team
Can include coordination of OFBE events, managing current projects at the direction of the Finance Manager or Deputy Finance Manager, relieving the AA4 front desk duties for breaks and absences, and other duties as needed. Perform administrative support for the Office of Finance by assignment, independently researching, preparing, analyzing, and assembling data for special projects. Establish and follow administrative policies, procedures, and methods for the Finance Manager and Deputy Finance Manager, and offer assistance to office staff to ensure work assignments are accurately and timely met. Keep the Finance Manager informed of significant and important items requiring review and action; call attention to deadlines and goals; and follow through to ensure deadlines and customer service needs are met. Ensure provision of high-quality customer service to both the public and OFBE. Approve TARs and travel reimbursement requests in the absence of the Deputy Finance Manager.

Financial Records Management
Assist AA4 with archiving Finance documents according to the records retention schedule. Pull records for records requests as needed.

Qualifications

Required Qualifications: 

• High school diploma or G.E.D. equivalent.
• One year of experience doing clerical or office work.
• Experience handling and organizing multiple assignments, competing priorities, and urgent or stressful situations in a fast-paced work environment, while producing accurate and timely work products.
• Strong organizational skills.
• Knowledge of basic administrative procedures; office practices; correspondence preparation; State and departmental policies; management procedures and practices.
• Demonstrated ability to provide excellent customer service.
• Proficient in typing and use of standard computer software (Microsoft Office, Word, Excel, PowerPoint, Teams, Outlook, etc.).
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.
• DNR Core Competencies:
  • Personal Accountability
  • Value Others
  • Compassionate Communication
  • Inspire Others
  • Commitment to Excellence

Special Requirements and Conditions of Employment:

• Office environment, Ability to lift up to 25 lbs.
• Minimal travel if at all.

Desired Qualifications:

• Experience using a multi-line telephone system with voicemail functions.
• Experience with multi-function printing devices.
• Fiscal, accounting, and budgeting experience.
• Working knowledge of cash receipting processes.
• Experience with processes for UPS, parcel delivery services (FedEx, UPS, etc.), and USPS standards and guidelines.

Don’t let doubts stop you from applying for this position. If you have any questions about the required qualifications or how your experience relates to them, please contact us at [email protected]. A note to potential candidates: Studies have shown that women, trans, non-binary, Black, Indigenous, and people of color (BIPOC) are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. We value diversity and inclusion in our organization, and we are looking for the best person for the job. Don’t hesitate to apply!

Supplemental Information

Application Requirements:

• Apply online: at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications for the position and the position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: 3-5 professional references with current telephone numbers, to include your 2 most recent supervisors. You may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (social security number, year of birth, etc.).
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at [email protected] with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those communications.

Questions?  Please contact Lynn Crist at [email protected]/360.995.2831 or e-mail us at [email protected]

Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 522-2500 or email [email protected]. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

About the Department of Natural Resources (DNR). 
At DNR, we approach our work through the lens of making Washington a better place environmentally and are dedicated to serving Washington’s lands and communities through diversity, equity, and inclusion. 
Our Vision – Our actions ensure a future where Washington’s lands, waters, and communities thrive.
Our Mission – Manage, sustain, and protect the health and productivity of Washington’s lands and waters to meet the needs of present and future generations.
Our Core Values:

• Safety and Well-Being —Our top priority is the safety of the public and our employees.
• Public Service —We value and respect the public we serve, and we value and respect the people of the Department of Natural Resources who step up to serve.
• Innovation and Creative Problem-Solving — We solve our state’s most pressing challenges through innovative thinking, dedication, and bold and creative vision.
• Leadership and Teamwork —We are committed to building leaders at all levels and building teams for success.

DNR provides excellent benefits, a few of which include:

• Commitment to organizational health and wellness
• Work/life balance
• DNR Employee Resource Groups (Diversity, Equity and Inclusion Council, Women’s Employee Resource Group, Veterans Employee Resource Group, etc.)
• Statewide Employee Business Resource Groups, visit here to learn more
• Leadership that empowers and supports employees
• Professional development opportunities
• Educational and career development aid
• Public Service Loan Forgiveness Eligibility
• Opportunities to participate in wildland fire suppression assignments
• A comprehensive benefits package that includes employer contributions toward health insurance, paid holidays, retirement plans, sick leave, and vacation days. Visit http://careers.wa.gov/benefits.html for more information.

Additional Information:
This recruitment may be extended and may also be used to fill future similar vacancies for up to sixty (60) days.
 
DNR does not use the E-Verify system. For more information, please visit www.uscis.gov.

Veterans wishing to claim Veteran’s preference, please attach a copy of your DD-214, NGB-22, or other verification of military service. Please black out your social security number before attaching it. We thank you and are grateful for your service!

Equal Opportunity Employer: The Washington State Department of Natural Resources 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 with disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Once you submit your online application, you can check your status by logging into your account. If you experience technical difficulties creating, accessing, or completing your application, call 360-664-1960 or 1-877-664-1960 or email [email protected].

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