Fish Program Administrative Assistant - Administrative Assistant 3 - Permanent - *08318-24
FULL-TIME/PERMANENT
FISH PROGRAM ADMINISTRATIVE ASSISTANT
ADMINISTRATIVE ASSISTANT 3 (AA3)
Fish Program - Administrative Operations Division
Olympia, Washington - Thurston County
We are looking for a motivated Administrative Assistant to provide administrative support and customer service to the Fish Program.
As an essential member of our team, you will handle various administrative tasks and confidential secretarial duties; helping to ensure the smooth operation of our efforts to preserve and manage fish populations.
With that in mind,
This is an opportunity to coordinate travel, meetings, and conferences for all Fish Management staff as requested.
With your experience, you will review and track fish permits and Tribal regulations for Fish Management.
In this supportive and dynamic role, you will communicate with staff and monitor Outlook calendars and responses to ensure meetings are appropriately set.
We are seeking a candidate who models WDFW values: Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE).
Duties:
Here is what you will be doing as our Fish Program Administrative Assistant,
Paperwork Processing:
- Review and track all documentation requiring the Fish Management Division Manager, Hatchery Division Manager, Intergovernmental Salmon Manager, and Statewide Salmon and Steelhead Manager’s signature.
- Forward documents for appropriate signatures, upon obtaining signature, forward documents to appropriate person or work unit.
- Coordinate Commercial Driver’s License (CDL) random drug and alcohol testing and formalin monitoring with the Safety Office and Hatcheries.
Coordinates travel, meetings, and conferences for all staff:
- Assist with required agency forms to assure they are complete, have received appropriate approval, and comply with agency policy.
- Communicate with staff, travel desk, travel agency, or meeting facility to assist with the set-up arrangements.
- Track and keep a file of all details regarding staff travel, meetings, and conferences.
Meeting and Calendar Scheduling:
- Receive and review incoming meeting requests; search and monitor availability of staff and/or room availability.
- Communicate with staff regarding upcoming appointments, assignments, and availability.
Records Meeting Minutes:
- Attend Guide Advisory meetings on a regular basis, taking notes, preparing minutes, scheduling the meeting location, coordinates needed materials for the meetings, and collaborates with licensing staff while sending logbooks to guides.
WORKING CONDITIONS:
-
Schedule:
- Monday – Friday, 8:00 a.m. – 5:00 p.m.
- Telework options may be available.
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Customer Interactions:
- Frequent contact (daily) with internal and external customers.
Qualifications:
REQUIRED QUALIFICATIONS:
- High School Graduation or General Education Diploma (GED).
AND
- Four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Please Note: Education may substitute, year-for-year, for the required experience.
Competencies:
- Must be able to type at least 50 words per minute.
- Ability to organize, coordinate, communicate clearly, complete varied tasks efficiently, and to have the initiative to complete work within job scope and due dates.
PREFERRED QUALIFICATIONS:
In addition to those required qualifications, our ideal applicant will also have some or all of the following:
- Proficient in Office 365 Suite, including Excel, Outlook, Teams, Zoom and SharePoint.
- Familiarity with Enterprise Reporting.
- Proficient in editing and overseeing other co-workers' calendars.
- Customer service experience in a virtual environment which includes using phones and email.
- Strong communication skills including verbal and written communication proficiency.
- Knowledge of Agency policies and the Office of Financial Management guidelines.
Supplemental Information:
Please note: Failure to follow the instructions below may lead to disqualification.
Experience and education selected, listed, and detailed in the Supplemental Questions must be verifiable in the application.
In order to successfully apply for this position, you MUST complete your profile at www.careers.wa.gov and attach the following to your profile before completing the online application:
- A cover letter describing how you meet the qualifications of this position (Generic cover letter will not be accepted).
- A current resume.
- Three professional references.
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
JOIN THE WDFW TEAM:
Learn about our agency and the perks of working for WDFW!
The Washington Department of Fish and Wildlife has some of the most talented people in the natural resource field. We celebrate and value diversity, appreciating that a workforce composed of those from different backgrounds and experiences creates an inclusive environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfilling the agency’s mission. We value demonstrated skill in living WDFW values of Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE).
WDFW employees may be eligible for the following: Benefits
Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave types.
Eleven (11) Paid Holidays per year and one (1) personal holiday if the employee is scheduled to be, or has been, continuously employed by the State of Washington for at least four (4) months.
Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), and an Employee Assistance Program.
Diversity, Equity, and Inclusion Employer
VETERAN PREFERENCE NOTICE:
To take advantage of veteran preference, please do the following:
- Email a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter to kaila.daudt@dfw.wa.gov.
- Subject line must include recruitment number, position, and Vet (for example: #10155 Biologist 1 – Veteran)
- Include your name as it appears on your application in careers.wa.gov.
MILITARY SPOUSE PREFERENCE NOTICE:
To take advantage of military spouse preference, please do the following:
- Notify us of your military spouse status by email at kaila.daudt@dfw.wa.gov.
- Subject line must include recruitment number, position, and MS (for example: #10155 Biologist 1 – MS)
- Include your name as it appears on your application in careers.wa.gov.
Note: Please blackout any PII (personally identifiable information) data such as social security numbers.
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.
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 Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.
If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.