OFBE Administrative Assistant 2 (AA2)

Description

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

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

• 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.

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 info@governmentjobs.com 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.

• 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.

• 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.