Washington State Executive Assistant in Olympia, Washington

Description

The 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.

The Washington Department of Fish and Wildlife (WDFW) is dedicated to preserving, protecting and perpetuating fish, wildlife and ecosystems, while providing sustainable recreational and commercial opportunities dependent on viable fish and wildlife populations. Each day, WDFW employees facilitate fishing, hunting and wildlife viewing opportunities for millions of residents and visitors. WDFW's employees–field and laboratory biologists, geneticists, research scientists, hatchery professionals, policy experts, fully commissioned law enforcement officers, land stewards, lab technicians, property acquisition specialists, customer service representatives and others work throughout the state. WDFW employees protect and restore critical habitat, strive to facilitate species recovery when necessary, and manage hundreds of fish and wildlife species. WDFW employees maintain nearly a million acres of public wildlife lands. They interpret, apply and enforce state and federal laws and collaborate with stakeholders to protect fish and wildlife resources. Find out more about us and the important work we are a part of at www.wdfw.wa.gov.

Executive Assistant (Full-Time/Exempt)

This position serves as the principal assistant to the Director/Deputy, directly impacting their ability to manage and coordinate activities that accomplish the Department's mission, which is: To preserve, protect and perpetuate fish, wildlife and ecosystems while providing sustainable fish and wildlife recreational and commercial opportunities.

In consultation with the Director and Deputy Director, the Executive Assistant provides critical liaison support to Director's Office staff and the Executive Management Team, (which includes Program Assistant Directors, statewide Regional Directors, and Special Assistants within the Department), and the Fish and Wildlife Commission. The role of this position has a direct effect on the Department's relationship with other agencies, the Governor's Office, constituency groups, Indian Tribes, legislators, Department staff, as well as other state, federal, and international entities dealing with the management and policy setting of natural resources, and the general public.

Duties

  • Anticipates and communicates key issues to the Director/Deputy, the Programs and Regions, and other appropriate staff and involved parties to ensure the orderly conduct of Department business.
  • Prepares and executes signature authority for Director/Deputy on correspondence, travel authorizations, expense vouchers, order payment forms, equipment orders, total time submittals, leave request and any other documents that may require Director's Office approval.
  • Manages and schedules appointments and activities on behalf of the Director/Deputy. Receives and reviews all meeting and appointment request and invitations from within and outside the Department. Using electronic calendar software, adds, cancels and rearranges appointments according to changing priorities.
  • Researches, gathers and organizes information pertinent for compilation of meeting materials/packets.
  • Assists with and attends Executive Management Team meetings as needed to remain current on agency activities and decisions.
  • Acts as point of contact for internal and external constituencies interacting with the Director's Office.
  • Receives, evaluates and responds to oral and written requests, complaints and other information intended for the Director/Deputy.
  • Supervises administrative staff in support of the Director's office. Provides clear direction and outlines performance expectations.
  • Meets at least quarterly with the program administrative leads and assistants.
  • Oversees and directs the planning, coordination, and implementation of administrative functions for the Director's Office. General Office oversight including: inventory, expectations, public disclosure, expenses, ordering, HR processes, purchasing with signature and approval authority, archiving.
  • Manages and resolves a wide variety of complex issues, many of which are of a sensitive and controversial nature. Qualifications

Required Education, Experience, and Competencies:

  • An Associate's degree or two (2) years of college or business school training in secretarial science or related field -or- five (5) years of increasingly responsible experience as a secretary, office manager or administrative assistant

Additional qualifying experience may substitute for education on a year-for-year basis.

Preferred/Desired Education, Experience, and Competencies:

  • A Bachelor's degree in business administration, public administration or closely allied field.

Additional qualifying experience may substitute for education on a year-for-year basis.

Supplemental Information

Working Conditions Working environment is a busy office setting. Varying degrees of activity occur in the common areas during working hours; most tasks will involve sitting at a desk and working on a computer. Incumbent must be able to work amid distraction.

This position normally works 8:00 am-5:00 pm, Monday-Friday, but may be required to occasionally work in excess of 40 hours per week to meet deadlines during peak periods. Statewide travel, including overnight stays, may be required for meetings, conferences, and in the course of conducting business.

How to Apply

To 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 and your interest of this position (generic cover letter will not be accepted)
  • A current resume (please make it succinct)
  • Three professional references (personal references do not count as professional)

Please note: Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or in lieu of attaching your documents to the online profile.

Upon submission of your online application, you will immediately receive a confirming e-mail. You will then be notified via e-mail of your status during the process. In addition to the e-mail notifications, you can check the status of your application at any time by visiting your online profile at www.careers.wa.gov. Due to the high volume of applications that we receive, we ask your understanding and encourage you to use the online process and avoid calling for information.

Please note that initial screening will be solely based on the completeness of application materials submitted and the contents and completeness of the "work experience" section of your application in NeoGov. A resume will not substitute for the "work experience" section of the application. The information provided in your application must support your selected answers in the supplemental questions. Responses not supported in your application may disqualify you from consideration for employment in this position. All information will be verified and documentation may be required.

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 may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388.

Salary: $5,000.00 - $6,666.67 Monthly

Location: Thurston County – Olympia, WA

Job Type: Exempt

Department: Dept. of Fish and Wildlife

Job Number: 2019-00307

Closing: Continuous

Agency: State of Washington

Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504

Phone: View Posting for Agency Contact

Website: http://www.careers.wa.gov