Duties

The Administrative Assistant 3 serves as the assistant to the Operations Deputy and the Operations Support Manager and provides support to the managers and specialists of the programs reporting to those positions. This position performs significant portions of the program professional level assignments and coordinates administrative tasks for the Operations Division to facilitate the smooth running of the office.
The Operations Headquarters (HQ) provides centralized program support to field staff, bringing consistency and increasing efficiencies in implementation. Operations HQ staff are responsible for rule enforcement and best practices, as well as Division policy making.
Duties include, but are not limited to:

• Provide direct support to the managers and staff of the programs housed under the Operations Deputy and Operations Support Manager:
  • Organize the section's administrative activities to facilitate the smooth running of the office; maintain office procedures and standards, create and implements workflow processes.
  • Independently prepares reports; reviews, verifies, and processes data for complex assignments and projects to increase program efficiencies and ensure accuracy of data.
  • Verifies accuracy of billings, as needed, processes invoices for payment, and monitors expenditures to ensure obligations are met in a timely manner and expenditures do not exceed available funds; tracks budget status.
  • Plans and schedules business travel arrangements, processes and tracks travel requests, and prepares travel itineraries to facilitate meeting attendance; provides information regarding the travel expense reimbursement process and assists in the completion of travel reimbursement forms and reports as needed to obtain allowable reimbursement in a timely manner.
• Serve as the principal assistant to the Operations Deputy and Operations Support Manager:
  • Maintains calendar, schedule appointments with staff, handling all logistical issues; arrange facilities, prepare agendas, and coordinates materials and resources.
  • Develops original work products and coordinate special projects as assigned; Research, compile, and analyze information; Keep managers informed of status; Presents work products to Operations management team, assigned.
  • Arrange travel and prepare travel reimbursement for manager; review travel reimbursement requests for all direct reports, ensuring compliance with Agency and state policies and procedures prior to signature by manager; exercise signature authority in manager's absence.
  • Prepares, compiles and/coordinates completion of documents, forms, reports, and records such as financial, payroll, purchasing, travel, light refreshments, and personnel to enhance administrative operations and keep managers informed.
• Provides administrative support to the Operations Division and serves as the back-up to Operations Administrative Assistant 5:
  • Provide backup support to the Division Director at the direction, of the Operations Deputy or the Administrative Assistant 5, as directed.
  • Provides oversight for forms related to division processes and completes any revisions, as assigned.
• Coordinates the statewide furniture replacement plans and priorities:
  • Manages the budget and expenditures for furniture allocations.
  • Establishes and maintains a list of the furniture at each park.
  • Gathers statewide list of needs annually; determine priorities for replacement, working with the manager as needed; use the agency and sate purchasing rules to determine purchasing method.

Qualifications

REQUIRED QUALIFICATIONS:

• A bachelor's degree in business administration, public administration, or closely allied field.
• Two (2) years of responsible office experience at the senior clerical level or higher.***
• Two (2) years of experience using applications and tools in Microsoft 365.

• Experience as an Administrative Assistant in a Washington state agency.
• Experience developing tools for others to utilize SharePoint.
• Experience working as part of an administrative team to cover workload.
• Knowledge of state government organization and administrative procedures.
• Demonstrated skills in communicating clearly, accurately, and concisely in oral and written communications.
• Demonstrated the ability to organize and prioritize.

• Mastery of Computer Skills - Use personal computers, including all associated hardware and software, to produce timely and accurate work products that fully satisfy the demands of the assignment. Adapt through continual learning to new/updated computer software and hardware, including but limited to proficient use of Microsoft Office products.
• Adaptability/Flexibility - Adapt easily to changing business needs, conditions and work responsibilities. Adapt approach, goals and methods to achieve successful solutions and results in dynamic situations.
• Coordinating & Organizing - Effectively coordinate activities, services, and schedules to ensure smooth and efficient operation of work.
• Written Communication - Effectively convey ideas and information in writing using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the reader.

Supplemental Information

HOW TO APPLY
To ensure consideration, please complete the online job application and profile at www.careers.wa.gov. You must attach or embed in your application the following:

• Letter of interest specifically addressing the qualifications listed in this announcement.
• Current resume.
• Three professional references, if not completed in the application process.

• This job announcement may be used to fill other positions of the same classification if vacant in the next 60 days.