Salary: $38,952.00 – $51,888.00 Annually
Location: Thurston County – Olympia, WA
Job Type: Full Time – Permanent
Department: Puget Sound Partnership
Job Number: 2023-PSP-005
Closing: 4/2/2023 11:59 PM Pacific
Civil service rules apply for this full-time unrepresented position and its official duty station is at our Headquarters building in Olympia, Washington. Within the organizational chart, this position is located in the Internal Operations Division. We are looking for someone that meets the experience and education requirements listed below, but we also are looking for lived experience. Please consider applying if your lived experience meets the competencies of the requirements.
The Partnership offers a modern hybrid work environment, which includes both remote and office settings in Olympia and Tacoma. Although it’s not an official duty station of the Partnership, the agency currently utilizes a co-work space at a location in Seattle as a drop-in work environment option for staff. All staff are required to report for in-person work in group settings or for in-person work at an office building at least once a week, including this position. You may be required to work more frequently in an office setting than others if you’re unable to effectively conduct work remotely or as business needs arise. You will be expected to report to the Olympia office on your first day of employment for onboarding.
Travel throughout the Puget Sound area on a regular basis will likely be necessary and may not be eligible for mileage reimbursement depending on where you reside and the destination of the meeting. The Partnership offers agency vehicles for all staff when traveling to meetings, conferences, or other work-related events that are not part of the employee’s regular commute. Use of the vehicle and a gasoline card for fueling is at no cost to the employee.
Regular travel throughout Puget Sound will be necessary for this position.
The annual range of compensation is between $38,952.00 – $51,888.00 (Range 40) depending upon qualifications, although the expected hiring salary will typically be less than the top of the range, to allow for growth and development movement.
We encourage applicants from outside of Washington to apply! The successful candidate would be required to relocate to Washington state within 30 days of the appointment date. The expectation of this position’s starting appointment date is in May or June 2023.
A little bit about the Internal Operations Division
The Internal Operations Division 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 program management.
Some of the duties include:
- Coordinates preparation and timely distribution of board meeting notebook materials.
- Prepares board members’ travel expense documents and makes travel arrangements as needed.
- Maintain vehicles by coordinating repairs and regular maintenance and transporting vehicles for repairs and maintenance service.
- Serve as the agency’s primary point of contact for LinkedIn.com.
- Assist in weekly mail pickup and processing at various office locations.
- Manage travel logistics for offsite meetings – reserve agency vehicles, prepare travel paperwork, make reservations, submit reimbursements, etc.
- Take minutes or notes at various meetings as needed.
- 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.
- Assist in coordinating with the team, making assignments to complete agency-required reports.
- Collect, prepare, and submit documents for signatures such as travel requests and timesheets.
- Zoom and Teams support and set up.
- Conference call support and set up.
- IT/AV set-up (projectors, conference lines, etc., often on a rapid preparation basis).
- Attend staff and board meetings as needed.
- Coordinate internal/external meeting times, rooms, and staff.
- Prepare materials for meetings, including such things as name tags, binders, printed materials.
- Assist with vehicle/travel logistics for staff and board members.
- Processes travel reimbursements for staff and board members.
- Provide customer service, answer telephone inquiries, provide information, and ensure timely responses to the public and other stakeholders.
- Reviews and evaluates hotel contract proposals, including lodging and meeting room reservations, coffee service and light refreshments at meetings, catered lunches (when appropriate) for members and key staff, acquires necessary pre-authorizations, prepares and submits completed documents as required to PSP financial services and files copies in board’s office files.
- Knowledge of office methods and procedures. Ability to write and speak effectively; establish and maintain cooperative relations with others.
- Three years’ experience using Microsoft Office suite products including Outlook, Word, Excel, and PowerPoint.
- Ability to work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.
- High school graduation or GED and three years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
- Commitment to advancing justice, diversity, equity, and inclusion efforts.
- Experience in a government organization.
- State records management system experience and use and application of electronic and paper file management techniques.
- Experience with the State of Washington’s commonly used software such as WebEx, Box, and Smartsheet.
- Ability to type 60 words per minute.
CONDITIONS OF THE WORKING ENVIRONMENT:
With or without accommodations, I am willing and able to:
- Work indoors, at a desk/workstation for the majority of a workday, in an open office environment with possible conversation and other noise distractions
- 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 work in excess of 40 hours per week and/or adjust normally scheduled hours, which may include evenings and weekends, to meet program needs and critical deadlines
- 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
- Permanently reside in Washington state and available to report in person at Puget Sound agency offices and meetings on a weekly basis
- Be fully vaccinated against the COVID-19 virus
If you’re excited about this role but your past experience doesn’t align perfectly with every preferred qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles. If you have lived experience that is equivalent to the required experience and education mentioned above, please apply! Tell us about it in your cover letter and how that experience qualifies you for this work.
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. 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.
- A current resume, detailing experience, and education
For more information and to apply: https://www.governmentjobs.com/careers/washington/jobs/3972042/administrative-assistant-3-wgs
A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)
Things we ask you NOT include in your submission:
- Do not include your salary history. Salary offers are based on the quality of your skill set and not whether you have the right salary history.
- Please remove any private or personal information such as your social security number, date of birth, marital status, family status, etc.
- Do not attach documents that are password protected.
- Do not include your vaccination records or verification.
NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify the 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 of the application. Please do not say “refer to resume for detail” in your question responses, or your application may be disqualified.
Conditions of Employment
COVID Vaccination Requirement: Per Governor Inslee’s Directive 22-13.1, state employees must be fully vaccinated effective November 4, 2022. Providing proof of being fully vaccinated is a condition of employment and your vaccine status will be verified prior to starting work. Being fully vaccinated means two weeks after you have received the second dose in a two-dose series of a COVID-19 vaccine or a single-dose COVID-19 vaccine authorized for emergency use, licensed or otherwise authorized or approved by the U.S. Food and Drug Administration or listed for emergency use or otherwise approved by the World Health Organization. Please reach out to the HR Office at email@example.com if you need information on medical or religious accommodation. Please do not attach your vaccination verification to your application as it will be removed. Details on how to proceed with verification or accommodation will be provided once a conditional offer has been made.
The Puget Sound Partnership celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity diversity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.
We understand your time is valuable. Our plan is to have our new administrative assistant onboard and contributing as early as 5/16/2023. Our first review of resumes will take place in early April. We are planning for first-round interviews by the end of April with a possible second round in early May. You can expect timely communication throughout the process. If you have any issues that come up or your expectations are not met, please contact firstname.lastname@example.org.
For questions about this recruitment, please contact Ebony.Ware@des.wa.gov or email email@example.com. 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.
Puget Sound Partnership
The Puget Sound Partnership is a non-regulatory state agency leading the region’s collective effort to restore and protect the Puget Sound natural ecosystems. We are also one of the Executive Cabinet agencies under Governor Inslee’s Office. The Partnership brings together hundreds of partners to mobilize action around a common agenda, advance Sound investments, and advance priority actions by supporting partners.
We are proud to offer a suite of “Employer of Choice” initiatives and benefits in addition to state government’s full compensation and benefits. All of the Partnership’s employees have access and are welcome to enjoy the following:
- A healthy work-life balance by offering flexible and alternative work schedules.
- Active and engaging equity and inclusion programs, including an affinity group and an employee-led Accountability Buddy Program.
- Exclusive access to the Employee Assistance Program’s Work/Life web portal that provides additional benefits and resources to Partnership employees.
- An Infant at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
- An agency-paid ORCA card for public transit use in the Puget Sound region.
- A tax-free hiring incentive that includes a one-time $200 Amazon allowance for ordering at-home office equipment or preferred supplies to support the telework experience.
- An annual professional development allowance for gaining skills that advance the employee’s career in their current field of work.
For more information, visit our website: www.psp.wa.gov.
For more information and to apply: https://www.governmentjobs.com/careers/washington/jobs/3972042/administrative-assistant-3-wgs