Description
The Partnership teams rely on efficient, creative, and solution-oriented administrative staff. Much of the work requires quick turn-around and creative solutions due to the members being “in the field” with limited access to in-office administrative tools. Your support to these programs will include managing travel logistics for offsite meetings, event planning, transcribing minutes for meetings, and assisting in scheduling meetings with external partners. Assisting programs with tracking a team’s biennial budget may be included. You’ll also collect, prepare and submit documents for signature, assist in technology set up for meetings, and maintain distribution lists.
Who we are looking for
We are looking for someone who has exceptional attention to detail and accuracy, seeks ways to improve processes and can manage time and projects efficiently under the pressure of multiple deadlines. This person would collaborate with others well while gaining trust in relationships and knows how to communicate in a way that is broadly understandable. If you are passionate about helping others, planning and organizing, and are customer-focused, you’ll thrive in this position. The abilities to value others and diversity of thought, promote brave spaces for learning, and strive for equity are essential.
Duties
Some of the duties include:
- Support of Assigned Program Staff:
- Manage travel logistics for offsite meetings – reserve motor pool vehicles, prepare paperwork related to overnight travel and make reservations, submit reimbursements, etc.
- Format transcripts and record minutes for meetings when requested
- Assist in scheduling meetings with external partners by coordinating calendars, scheduling rooms, sending out logistic information to all parties, and preparing meeting materials as needed
- Collect, prepare and submit documents for signature
- Manage requests for programs managers to ensure deadlines are met
- Provide technical assistance, such as conference call support setup
- Meeting Preparation Assistance
- Maintain email and mailing distribution lists
- Schedule meetings with partners
- Coordinate internal/external meeting times, rooms and staff
- Book meeting rooms both at agency locations and remote locations around the Puget Sound
- Prepare materials for meetings
- Arrange for light refreshments, as needed
- Assist with vehicle/travel logistics
- Document and Miscellaneous Assistance:
- Draft correspondence for the division manager, program manager of the Integrated Planning Program and its associated teams
- Assist with contract routing
- Prepare, proofread, edit and/or finalize reports, official correspondence, and other documents
- Provide excellent customer service, answer telephone inquiries, provide information, ensure timely responses to the public and other stakeholders
- Assist in creating and using file architecture and standing naming convention in Box
Other duties include:
- Attend meetings as needed
- Daily mail pickup
- Maintain copiers by calling support as needed and ordering cartridges\
- New staff onboarding duties
Qualifications
Success in this position requires that one be a team player, defined as possessing initiative and a driving passion for the work, having humility and practicing curiosity in interactions with others, and valuing the whole human in each of us.
Leadership is expected of everyone in the organization and is defined as follows:
We are committed to achieving our mission of accelerating and advancing the recovery of Puget Sound. To ensure our success, we are equally committed to running our agency in a high-performance manner that focuses on high-quality products and processes and a collaborative approach. We achieve high performance by:
- Valuing one another, our diversity, and our contribution to the agency and the mission
- Embracing shared leadership, and empowering all staff, as critical thinkers, to make timely evidence-based decisions in a collaborative manner
- Promoting learning–and implementing what we learn–by using the adaptive management cycle for both programs and internal operations
- Optimizing our human and financial resources
Required Experience, Competencies and Technical Skills:
- High School graduation or GED and three (3) years of progressively responsible experience in office/clerical, secretarial or general administrative work
- Three (3) years of experience with Microsoft Suite including: Outlook, Word, Excel, PowerPoint
- Ability to type 70 words per minute
- Knowledge of office methods and procedures
- Ability to write and speak effectively
- Establish and maintain cooperative relations with others
- Ability to work independently; read, understand, and interpret policies and procedures
- Ability to develop written reports
- Ability to work effectively with others
- Ability to communicate effectively both in writing and speech
*Frequent travel between agency office locations in Olympia, Tacoma and possibly Seattle
PREFERRED:
- Experience in government organization
- Experience with state records management system
- Experience in use and application of electronic and paper file management techniques
- Experience with State of Washington commonly used software and applications such as: ZOOM, Microsoft Teams, Box and Smartsheet
CONDITIONS OF THE WORKING ENVIRONMENT:
With or without an accommodation, I am willing and able to:
- Work indoors, at a desk/workstation the majority of a workday, in an open office environment with possible conversation and other noise distractions
- Due to COVID-19 restrictions: Work indoors, at a desk/workstation the majority of a workday in a home-based environment either full-time or part-time
- Work in a tobacco-free, drug-free, and alcohol-free environment
- Work a 40-hour work week (A flexible work schedule may be considered upon request and supervisory approval, after an initial review period)
- Occasionally travel throughout the state, which may include overnight stays, as required, while performing the duties of this position
- Work in a fast-paced environment with multiple priorities and competing deadlines
- Maintain confidentiality regarding information accessed or discussed while performing the duties of the position
- Interact and work with partners and staff in a positive, friendly, and supportive manner that meets the needs and standards of the office and the agency
- Ability to work alternatively between Tacoma and Olympia when duties or projects require it.
Supplemental Information
Application Process – Please read the instructions completely.
Due to the COVID-19 pandemic outbreak, interviews will be conducted using a ZOOM or Microsoft Teams videoconferencing platform. A telephone option is available as an alternative if videoconferencing is not possible.
We are a small, passionate, mission-driven, team-oriented, and fast-paced agency with an exceptional interdisciplinary staff. If you enjoy building community and protecting our environment, we encourage you to apply!
Intrigued? We’d love to hear from you. Click on “Apply” to submit your detailed application profile along with the following:
- A letter of interest, describing how you meet and can demonstrate the qualifications for this position
- A current resume
** You will want to ensure you have a current list of at least three (3) professional references with current contact information attached or available to provide at the time of interview.
Please include at least one supervisor, peer and (if you have supervised staff) a subordinate.