Administrative Assistant - Administrative Assistant 2

Title: Administrative Assistant - Administrative Assistant 2 - Permanent - 2026-01858

Classification- Administrative Assistant 2

Job Status- Full-Time / Permanent

WDFW Program- Director's Office

Duty Station- Mill Creek, Washington - Snohomish County

Hybrid/Telework- This position may be able to telework up to one (1) day per week, at the discretion of the supervisor. However, the successful candidate must be available to report to the duty station as needed.

Salary - $3,665.00 - $4,882.00 Monthly

Step into a role where your organization and attention to detail directly support the mission of the Washington Department of Fish and Wildlife. 

As an Administrative Assistant, you'll provide equitable, high-quality administrative support to Enforcement, Fish, Habitat, Wildlife programs, and the Director's Office within the region.

You'll work closely with the Regional Management Team, Program Managers, and their staff, keeping operations running smoothly by coordinating meetings, preparing agendas, capturing notes, ordering supplies and materials, and assisting with data entry. 

Your work behind the scenes helps ensure our programs can focus on protecting and managing Washington's fish and wildlife resources.

What to Expect-

Among the varied range of responsibilities held within this role, the Administrative Assistant will,

Provide equitable administrative support services to Enforcement, Fish, Habitat and Wildlife programs and the Director's Office:

• Confidentially manage email and calendar communications for Program Managers and the Enforcement Captain.
• Process invoices and prepare Order Payment Forms, as delegated by the supervisor.
• Schedule and track District Team Meetings.
• Interpret and explain complex rules, policies, and operating procedures to internal and external customers.
• Coordinate meeting logistics, including scheduling, preparation of materials, and note-taking as requested.
• Monitor and provide status updates for public disclosure requests, records management, and litigation holds.
• Apply and implement complex agency rules, policies and operating procedures.
• Process permit applications and monitor routing and approvals to ensure required timelines are met.
• Create, edit, and review documents and correspondence for accuracy, completeness, and compliance with agency and program requirements.
• Track P-Card completion and assist staff with rules and regulations for new acquisition of cards and compliance.

Office support:

• Create and maintain electronic and manual filing systems and databases.
• Assist with the preparation of materials for presentations and special projects.
• Maintain office supplies, equipment, uniforms, and personal protective equipment (PPE).
• Update program and personnel directories.
• Support customer service staff as needed.
• Provide office support to the Stanwood District Office.

WORKING CONDITIONS:

Work Setting, including hazards:

• Duties are primarily performed in a busy office setting, with occasional support provided to field staff; limited interaction with wildlife may occur.
• May work independently while managing multiple projects.
• Frequently lift or move up to 30 lbs. and climb an 8-foot ladder to perform minor office maintenance tasks. 

Schedule:

Typically 40 hours per week; additional hours may be required during periods of high workload with flexible work schedule during core business hours. Workload demands may require work outside of assigned work hours and adjustment of work schedules.

Travel Requirements:

Weekly travel to the Stanwood District Office. Some travel throughout the state may be required to attend trainings, meetings, and conferences, including occasional overnight travel. Must meet the agency's requirements for driving personal and state vehicles.

Tools and Equipment:

Computer, computer peripherals, essential basic hand tools, VoIP telephones, radios, projectors, video conferencing equipment, cell phones, internet access, business hub printer/fax/copier/scanner, and postage meter.

Customer Interactions:

Work with internal and external customers daily.

QUALIFICATIONS:

Required Qualifications: 

Option 1 - All of the following:

• High school graduation or GED.
• Two (2) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Please Note: Formal education may substitute year-for-year for experience.

Option 2: 

• Two (2) years of experience as an Administrative Assistant 1.

Certifications/Licenses:

Valid driver's license.

Preferred Qualifications:

In addition to the required qualifications, our ideal applicant will possess some or all the following:

• A Bachelor's degree in business administration, public administration, or closely allied field.
• Two (2) years of professional experience in an office setting at a senior clerical level.
• Two (2) years of professional experience providing administrative support to multiple mid- or upper-level managers in a professional office environment. 
• Comprehensive working knowledge of Microsoft Office Suite to manage and track documents, reports, spreadsheets, databases, and related materials. 
• An interest in natural resource issues, including knowledge of Washington Fish and Wildlife species and recreational and commercial activities.

Include the items below with your application materials:

• A completed online application showcasing how your qualifications align with the job requirements.
• An up-to-date resume.
• A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
• At least three professional references with current contact information.

In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. 

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

Veteran and Military Spouse Preference Notice: 

Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following: 

• Notify us of your veteran or military spouse status by email at Ashley.Lee@dfw.wa.gov.  

• Veterans only - Attach a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter.

• Please redact any PII (personally identifiable information) data such as social security numbers.

• Subject line must include recruitment number, position, and spouse/veteran (example: 2026-1234 - Biologist 1 - Veteran)

• Include your name as it appears on your application in careers.wa.gov.

Diversity, Equity, and Inclusion Employer

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.

Request an accommodation: 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. Technical Difficulties: 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.  Other questions: If you have other questions regarding this position, please reach out to Ashley.Lee@dfw.wa.gov and reference job #2026-01858