Administrative Assistant 3

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Administrative Assistant 3

Salary

$3,052.00 - $3,964.00 Monthly

Location

Thurston County – Olympia, WA

Job Type

Full Time - Permanent

Job Number

2019-DIR-004

Department

Dept. of Enterprise Services

Opening Date

09/25/2019

Closing Date

10/18/2019 12:00 AM Pacific

Description



 Administrative Assistant 3
This recruitment has been reposted to invite additional candidates to apply.  Application review will be ongoing each week.
 

At the Department of Enterprise Services (DES), we passionately pursue our vision of:
  • Satisfied customers,
  • Satisfied team members and,
  • Financial health.
We listen to customers and team members to understand what they need and expect. We promote creativity, learning, and improvement to meet those needs and adapt to the ever-changing business environment. We measure our results and seek feedback to improve our performance.
 
We value respect, integrity, excellence, diversity, and inclusion, and seek new team members that share those values.

The Administrative Assistant 3 (AA3) serves with the primary role to support the Confidential Secretary who works directly with the Director's Office.   The job also provides the necessary backup that is needed.  Important tasks to ensure smooth operations will include receiving/screening incoming calls, responding to correspondence in a timely fashion and coordinating travel arrangements, reimbursements, and preparations for meetings.

Moreover, the position will be responsible for administrative maintenance for the Director's Office with specific projects in standard operating policies, following procedures, instructions, and manuals.  The AA3 will also serve to support other leadership roles that include the Government Relations Director and Special Assistant to the Director of DES. 

We also offer:
  • We are close to downtown Olympia (where you have access to the water front, Farmer's Market, Capitol Lake and the Capitol Campus).
  • DES promotes wellness (we have internal exercise classes that include Yoga and Boot Camp and we are located in between a neighborhood and downtown with sidewalks to get out and walk or shop).
  • Nearby is the Chehalis bike trail and on premise bike lockers and shower rooms.
  • A cafeteria in the building (indoor and outdoor seating).
  • Bus service (including the DASH (free) shuttle).
  • Vanpool (commuting) opportunities.
  • Tele/mobile working, flex schedules, compressed work weeks, are available for some positions.
  • And we Love Babies! (We have an Infants in the Workplace program).

Duties

More of what you'll love to do:

You would be supporting the following executives:

  • Chief Communications Director and the Marketing and Communication Division (Mar-Com)
  • Director of Government Relations
  • Special Assistant to the Director (Currently Vacant)

Duties directly tied to position are as follows: 
  • Managing calendars and incoming calls
  • Process all incoming/external correspondence
  • Coordinate travel arrangements
  • Process leave/Tem
  • Prepare and assist in meeting preparation
  • Assist in recruitment and personnel matters
  • Help manage project assignments, request and deadlines
  • Assist with public records requests
  • Maintain password files
  • Monitor monthly p-card allocations

Qualifications

Required Qualifications:

High School graduate or GED;

AND

Three (3) years of progressively responsible experience in office, secretarial, or general administrative work or formal education with substitute year-for-year experience.

Desired Core Competencies

  • Ability to communicate effectively and professionally in writing and through speaking to a variety of audiences.
  • Ability to perform under pressure and handle a high-volume workload while maintaining a positive attitude.
  • Work effectively both as a team member and independently.
  • Ability to plan and coordinate the administrative support for program meetings, trainings, and workshops to include pre-planning, implementing, and post-event evaluation.
  • Communicate efficiently and effectively with team members.
  • Self-motivated individual with a positive work ethic.
  • Provide high-standard of professionalism and customer service to internal and external clients.
  • Excellent time management skills and ability to independently and collaboratively organize and prioritize tasks to meet internal and external deadlines.
  • Must be able to interact positively with the public.
  • Ability to create, draft, proofread, and edit documents accurately and under time constraints.
  • Experience with file management (electronic and paper)
  • Process and track all paperwork related to travel, expense reports, and time and effort reports within Agency standards.
  • Experience with Microsoft Office applications such as Excel and Word at an intermediate level.
  • Experience with Microsoft PowerPoint and Outlook.
  • Committed to maintaining confidentiality of information.
  • Excellent attendance record with minimal to no unplanned absences.
  • Typing/keyboarding at 45 or more words per minute.
Required Core Competencies:
  • Communication - Convey clear, timely, accurate, and persuasive messages that positively influence the actions and decision making of others.  Employee listens attentively to all individuals, paraphrasing back to them what they have stated, and accurately conveys their ideas to others.
  • Detail oriented - Ability to anticipate needs and forecast workload in order to meet deadlines while delivering accurate work products.  Awareness of executive activities and priorities and ability to exercise judgement in setting meetings, preparing documents, booking travel, completing proper forms, ordering equipment or supplies.
  • Results oriented and Shows initiative - Organized and focused on results and desired outcomes and how best to achieve them; identify what needs to be done; develop own work methods and processes (consistent with agency processes) to accomplish results and desired outcomes; and take responsibility for assignments and results.
  • Customer Focus - Consistently exceed basic service expectations to ensure external and internal customers receive timely information, assistance and results; able to build commitment and momentum through techniques that engage all co-workers in discussion; encourage productive discussions; acknowledge and encourage good ideas; tactfully move discussions away from issues that detract from progress toward essential agency goals; recognize, value, and actively support the contributions of co-workers to accomplish the agency's mission and goals.
  • Relationship building/Teamwork - Earns the respect, trust and confidence of co-workers and customers through consistency of service, honesty, and professionalism in all interactions.  He/she builds and maintains working relationships characterized by mutual respect and cooperation. The employee contributes to a work environment that values diversity, and uses diverse perspectives to meet the agency's mission and goals.
  • Accountability - Accept personal responsibility for the quality and timeliness of assignments; earn the trust, respect and confidence of coworkers and customers through consistent honesty; and demonstrate forthrightness and professionalism in all interactions.  Sets the example by maintaining a satisfactory personal attendance record and complying with the scheduling rules on a consistent basis.
  • Professionalism - Consistently adheres to applicable state and federal rules, regulations and ethics principles governing state employees. Maintains confidentiality of sensitive or personally identifiable information.  Remaining calm even in tense situations; able to diffuse stressful situations.
  • Safety - Understand, follow and enforce agency safety policies and other standards established to maintain a safe work environment. Identify unsafe practices and develop strategies to minimize accidents or hazards within your program.  Ensure reported injuries, accidents or hazards are investigated or reviewed. Report or address injuries, accidents or hazards immediately.

Preferred/Desired Qualifications:
  • Knowledge of Washington State Executive and General Correspondence Guidelines.
  • Knowledge of Washing State Legislature
  • Bachelor's Degree

Supplemental Information

In addition to completing the online application, applicants must attach the following documents to their profile in order to be considered for this position:
 

  1. A Cover Letter describing your interest and background as it relates to the position
  2. A current Résumé
  3. A list of three (3) professional references with current telephone numbers and email address
     
    READ THE FOLLOWING INSTRUCTIONS COMPLETELY:
  • The initial screening will be solely based on the contents and completeness of the "duties summary" section of your application in Careers.wa.gov, completeness of the application material submitted, and the supplemental questionnaire. 
  • A resume will not substitute for completing the "duties summary" section of the application. Responses to the supplemental questionnaire regarding work experience must be reflected in the "duties summary" section of the application.
  • By submitting 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.
  • Prior to any new appointment into the Department of Enterprise Services, 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.
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.
 
Note: Applicants claiming veteran's preference points must attach the documentation with each on-line application. If you do not provide appropriate documentation to qualify for these preference points, the points will not be awarded.
 
For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.
 
We thank you and are grateful for your service

The State of Washington is committed to creating a diverse and inclusive culture. We encourage women, veterans, people of color, and persons with disabilities to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, age, gender identity, sexual orientation or any other characteristic protected by law.
 
Persons with a disability who need assistance with their application or that need this announcement in an alternative format, may call (360) 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.

Should you have any questions regarding this position or the online application, contact Lolo Florentino Arevalo at (360) 407-8074 or jobs@des.wa.gov

More than Just a Paycheck!
 
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

 
Read about our benefits:
 
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.

Insurance Benefits
 
Employees and families are covered by medical (including vision), dental and basic life insurance.  There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.  Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.  Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts.  To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.
 
Retirement and Deferred Compensation
 
State Employees are members of the Washington Public Employees' Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems' web site.
 
Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
 
Vacation (Annual Leave)
 
You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.
 
Holidays
 
Full-time employees are entitled to eleven* paid holidays:
 
HOLIDAY
DATE
 
New Year's Day
January 1
 
Martin Luther King, Jr's birthday
Third Monday in January
 
Presidents' Day
Third Monday in February
 
Memorial Day
Last Monday in May
 
Independence Day
July 4
 
Labor Day
First Monday in September
 
Veterans' Day
November 11
 
Thanksgiving Day
Fourth Thursday in November & Friday after
 
Christmas Day
December 25
 
Personal Holiday
Employee's selection each calendar year

*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.
 
Social Security
 
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
 
Sick Leave
 
Full-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.
 
Please visit the State HR Website for more detailed information.

01
Are you currently employed at the Dept. of Enterprise Services?
  • Yes
  • No
02
Please select your educational background.
  • High School graduate or GED
  • Some college
  • 1 year of college (30 semester or 45 quarter credits)
  • 2 years of college (60 semester or 90 quarter credits)
  • Associate's degree
  • 3 years of college (90 semester or 135 quarter credits)
  • Bachelor's degree or higher
03
How many years of progressively responsible experience in office, secretarial, or general administrative work do you have?
  • I do not have this experience
  • 1-11 months
  • 12-23 months
  • 24-35 months
  • 36 months or more
04
Do you have knowledge of Washington State executive and general correspondence guidelines?
  • Yes
  • No
05
Please give an example of when you planned and coordinated administrative support for program meetings, trainings, and workshops that included pre-planning, implementing, and post-event evaluation?
06
Please select all the following that describe your level of Microsoft Excel. *If you make a selection, you MUST have mastered ALL choices in that row.
  • A - Create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions
  • B - Create and format charts and graphs
  • C - Import data from other sources and filter lists
  • D - Use templates, styles, AutoFormats, and multiple worksheets D - Use templates, styles, AutoFormats, and multiple worksheets D - Use templates, styles, AutoFormats, and multiple worksheets
  • E - Create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets
  • F - Develop complex spreadsheets with macros, multiple math functions, advanced filters, and links to external sources of information
  • G - Create custom toolbars and chart types, and use data analysis tools
  • None of these apply
07
Please select all that apply that describe your level of expertise in Microsoft Word. *If you make a selection, you MUST have mastered ALL choices in that row.
  • A- Create, format, edit, preview, print, and save documents
  • B- Use standard functions to select, edit, copy, paste, format, and spell check text
  • C- Create bulleted and numbered lists, indent and align paragraphs, and use bordering and shading features
  • D- Create forms using templates, work with form fields, and format and enhance forms
  • E- Use mail merge to create form letters, modify merged documents, and merge envelopes and labels
  • F- Create, format, and edit tables, columns, and charts.
  • G- Insert and format sections, create headers and footers, and work with pictures and draw objects
  • H- Save and edit web pages and work with hyperlinks
  • I- Create tables of contents and compile and update indexes
  • J- Create, run, and edit macros to combine commands and automate complex series of tasks
  • None of these apply
08
Please select all the following that describe your level of Microsoft PowerPoint. *For each selection, you MUST have mastered ALL the choices in that row.
  • A- Create, save, preview and print
  • B- Create slides; format text; add and modify graphics; create tables in presentation; imports charts
  • C- Customize environment; set up a slide master; create custom layouts; add headers and footers; insert and modify SmartArt graphics; add special effect; customize slide animations; customize a design template; covert to video; secure and distribute
  • D- Able to use and train others in all PowerPoint functions listed above
  • Do not have this experience
09
Please select typing/keyboarding words per minute that apply to you.
  • 1-30 wpm
  • 31-39 wpm
  • 40-44 wpm
  • 45 wpm and more

Required Question

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