A little bit about the Internal Operations Team
The Internal Operations Team supports the core functions of the agency by providing Fiscal, Human Resources, Administrative, and IT services. Additionally, it is the central point for all Environmental Protection Agency (EPA) program management and agency-wide work planning. This team consists of the Chief Operating Officer, five to six employees in the Finance Division, three IT staff, two Administrative Assistants, Human Resources Manager, Executive Assistant and the Agency Work Planning and EPA Grant Coordinator.

What you will be doing
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
• Mail pickup and processing
• Transport agency vehicles for routine maintenance and necessary repairs or service
• 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.  
 
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 years of progressively responsible experience in office/clerical, secretarial or general administrative work
• Three years’ experience with Microsoft Suite including: Outlook, Word, Excel, PowerPoint
• 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
• Ability to type 70 words per minute

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 at least once a week
• 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 up to four days a week
• 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
• Possess a valid driver’s license, be able to operate a motor vehicle and able to travel between agency office locations
• Able to move furniture, lift and set up recording and audio/visual equipment for board meetings

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. 
 
Intrigued?  We’d love to hear from you. Click on “Apply” to submit your detailed application profile. 
 
Please attach 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 that describes why you are the successful candidate and how you meet the specific qualifications for this position; 
• Current resume, detailing experience, and education.

** 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.
Please to do NOT include your salary history. 

And that’s it!
  
The initial screening will be solely based on the contents and completeness of the application material submitted, and the supplemental questionnaire. 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.
Do not attach transcripts or other documents that are not requested in the application process, or that are password protected. These type of documents cause errors when downloading application materials and will not be forwarded to the hiring supervisor.

Conditions of Employment: 

• COVID Vaccination Requirement: Per Governor Inslee’s Proclamation 21-14 (Download PDF reader), state employees must be fully vaccinated against COVID-19. This position requires in-person attendance with no option for full-time telework.  Please note that any offer of employment is contingent upon you providing verification of your vaccine status. No start date will be approved until you have verified your vaccine status.  Please do not attach your vaccination verification to your application as it will be removed. Details on how to proceed with verification will be provided once a conditional offer has been made.

NOTE:  Washington General Service (WGS) is the term used to identify positions that are 
under the jurisdiction of Chapter 41.06 RCW, are not exempt under RCW 41.06.070 and do not meet the definition of manager found in RCW 41.06.022. These positions are identified under the classified job listings and are on a set salary range.  
Should you have any questions regarding this position or the online application, contact Angie Anderson at (360) 407-8446 or jobs@des.wa.gov.
 
The Puget Sound Partnership (PSP) 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.
 
We welcome you 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:
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.
 
For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at (360) 407-8446 or email jobs@des.wa.gov.