Administrative Assistant 3

Title: Administrative Assistant 3

Location: Olympia United States

Job Description:

Application review will be on-going and the hiring manager may make a hiring decision at any time. 

It will be in  your best interest to apply as soon as possible.  

Schedule:  The typical workweek is a standard 40-hour workweek and may need occasional adjusting in order to meet the customer need.   Work hours are typically 8 a.m. to 4:30 p.m., Monday - Friday.  This position requires occasional travel and overnight stays to attend commission meetings, workshops, meeting sites, or project sites to assist staff, arrange meetings, evaluate appropriateness of facilities, etc.

Travel Requirement

This role requires in-state travel at least 6 times per year, with trips typically lasting 2-3 days.

Work Environment

Hybrid: Telework and flexible schedule options available, with a minimum of three in-office days per week. Schedules are dependent on agency needs and may shift accordingly.

About us:

The Washington State Conservation Commission (SCC) is a non-regulatory state agency that supports and coordinates Washington's 45 conservation districts. We champion voluntary, incentive-based programs that help protect natural resources and working lands across the state. We're passionate about making a lasting impact-and we're looking for someone who shares that mission.

What You'll Be Doing:

As our Administrative Assistant, you will directly contribute to the agency mission by providing assistance to agency staff and management on day-to-day administrative tasks and ensuring that the support provided meets the needs. You will need to anticipate administrative needs through regular proactive engagement with the staff and managers, seeking clarification of support needs, while working independently and proactively to accomplish tasks and projects as assigned.  This position is responsible for all aspects of the Conservation Commission's business meetings held (6) six times a year, or more as needed.

KEY RESPONSIBILITIES:

Administrative & Operational Support

• Coordinate meetings and appointments; prepare materials and manage calendars
• Draft, proofread, and edit complex and routine correspondence
• Screen phone calls and email; route inquiries to appropriate staff
• Maintain office supply inventory and manage shared spaces. Assist with supply purchasing
• Assist with general reception duties and facility access
• Lead the agency inventory and surplus of agency assets
• Reconciles financial accounts payable batches/voucher payments
• Distribute and log conservation district receipt books upon request
• Work independently and in a team environment
• Work with a varied and diverse client base

Meeting & Travel Coordination

• Organize logistics for six annual statewide Commission meetings, including location scouting, securing hotel and meal contracts, and travel planning, ensuring budgetary compliance with agency and Office of Financial Management fiscal policies
• Coordinate meeting agendas and materials; prepare digital and physical packets.
• Take minutes following Robert's Rules of Order
• Process travel reimbursements in compliance with the Office of Financial Management State and Administrative & Accounting Manual (SAAM) policies

Commission Member Support: 

• Update and maintain commission member roster and contact information
• Update and maintain informational packet for conservation district meeting hosts
• Develop and maintain online commissioner onboarding dashboard
• Coordinate travel logistics for staff and members attending commission meetings

Project & Records Management

• Track and follow up on project assignments from management
• Support file organization, retention schedules, and document archiving
• Maintain agency inventory and surplus systems

Technology & Virtual Support

• Set up and manage virtual meetings, webinars, and A/V equipment
• Provide light IT web usability assistance and application testing

Agency & Safety Support

• Serve as the agency Safety Coordinator (attend monthly meetings, share updates)
• Support cross-agency initiatives and provide backup for other admin staff
• Act as back-up for Building Services Coordinator

REQUIRED:

High school diploma or equivalent

AND

3+ years of progressively responsible experience in clerical, secretarial, bookkeeping, accounting, or administrative support

(Formal education may substitute year-for-year for experience)

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, etc.)
• Keyboarding speed of 50+ WPM
• Strong proofreading and editing skills
• Knowledge of basic administrative procedures
• Ability to operate standard office equipment

PREFERRED:

• Archives and Records Management Training
• Knowledge of state and agency policies 
• Experience making travel and meeting arrangements for staff and commission members
• Experience using database software to search and update current records and enter new records as needed
• Experience in setting up conference calls and teleconferencing

Equity & Inclusion Competencies:

We are committed to a diverse, inclusive workplace and expect all staff to:

• Learn and understand the language and concepts of our SCC DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful and inclusive workplace
• Demonstrate a commitment to growth, learning and self-awareness when provided training and opportunities to participate in improving our work environment
• Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment
• Demonstrate the understanding that all people are valued; contribute to an equitable, inclusive and respectful environment when working with members of the group, team, organization or community
• Commit to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization

How to Apply:

We'd love to hear from you! Click "Apply" at the top of this page to start your application. You can save the application and come back to it, if needed. Be sure to complete the application fully to include a full work history and responses to the supplemental questions.

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest (no more than 2 pages) explaining how you have prepared yourself for this position.
• A current resume or CV, detailing experience, and education.
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

Do not attach any documents that include photos or private information (social security number, year of birth, etc.).

NOTE:  By submitting these 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.  A resume will not substitute for completing the "duties summary" section or supplemental questions of the application.  Please do not "refer to resume" for detail, or your application may be disqualified.  

Opportunity for All:

The Washington State Conservation Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information:

For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at jobs@des.wa.gov or 360-407-8446.  

Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.