Administrative Assistant 2 [08109]

State Of Washington Olympia , WA 98513

Posted 4 months ago

Description

The Office of Crime Victims Advocacy unit is seeking an Administrative Assistant 2 to provide administrative and staff support services for the Office of Crime Victims Advocacy unit. The position serves as the primary backup to the Administrative Assistant 3 (AA3) and has delegated authority to act on their behalf.

Duties

  • Delegated authority, acting on behalf of the Administrative Assistant 3 (AA3) in their absence.

  • Responsible for providing high-level support to the Managing Director (MD) and AA3 by reviewing; editing documents, assisting with scheduling, and coordinating meetings for the MD.

  • Processing documents for the Managing Director's signature, including contracts, correspondence, travel requests and personnel actions. Reviewing documents signed by the Managing Director and distributes to the appropriate staff.

  • Maintaining proper electronic record of signature items while taking security measures to ensure protection of confidential information.

  • Manages workload in support to the Administrative Assistant 3 as required in scheduling interviews, preparing interview materials, help with calendaring as necessary, researching and booking meeting rooms, registering staff for conferences and staff travel plans and reservation including adherence to department and division policies and procedures. Coordinating scheduling, logistics, agendas, and note taking for unit meetings and unit, including other areas of CSHD.

  • Responsible for receiving, tracking and routing grant applications and contracts.

  • Performing Administrative support functions for the unit including: opening and distribution of mail, logging documents, inventory and distribution of publications, inventory and tracking of supplies, and submittal of purchase requests.

  • Assisting AA3 with staff travel plans and reservations including adherence to department and division policies and procedures.

  • Manage input with Insurance tracking including receipting, logging, and distribution of grantee insurance. This requires an ability to determine what the document is and how to process it with high-level accuracy and distribute it to the right person or data system.

  • Performing quarterly Grantee Service Data Reports by collecting grantee information and report criteria's from each program coordinator. Selecting specific parameters within the business system database InfoNet, Pulling information from the database, printing and distributing over 100 reports to program coordinators. Assists with unit resource database by maintaining up to date grantee information

Qualifications

Knowledge of office procedures and practices; business management practices; communication and correspondence practices.


Must be proficient in use of PC and software applications such as Microsoft Word, Excel, and Outlook.

Required Qualifications:
  • High School Graduation or GED

AND

  • Two years of clerical experience.

  • Knowledge of office procedures and practices; business management practices; communication and correspondence practices.

Intermediate level experience with PC and software applications such as Microsoft Word, Excel, and Outlook.

Preferred/Desired Qualifications:

  • Experience working or volunteering in a social service, social justice, criminal justice or crime victim service agency is desirable.

  • Experience providing direct services to victims of crime is desirable.

  • Exercise political judgement and working cooperatively with diverse staff and stakeholders.

Supplemental Information

I want to work for Commerce! How do I apply?

In addition to completing the online application and answering the supplement questions, applicants must attach the following documents to their profile in order to be considered for this position:

  • A letter of interest describing how you meet the specific qualifications for this position;
  • A current resume detailing experience and education; and
  • A list of at least three professional references.

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified and documentation may be required.

For questions about this recruitment, please contact Lindsey Henderson at 360-725-2650 or lindsey.henderson@commerce.wa.gov.

Who we are:

At Commerce, we're a little different. Our Olympia offices are open Monday through Friday. Our parking is free. Many of our employees bike year round. We also have an active bicycle loaner program.

Washington State offers commuting programs, including free, subsidized and reduced public transportation incentives. There are approximately 300 employees in our agency. We are committed to our work and value balance in our personal lives. We hire people for a position and encourage them to train for growth opportunities.

If this sounds like a good fit for you and you meet the qualifications, we encourage you to apply.

What we do:

We are the lead state agency charged with enhancing and promoting sustainable community and economic vitality in Washington. We administer a diverse portfolio of more than 100 programs and several state boards and commissions, all focused on achieving one clear and simple mission: to grow and improve jobs in Washington.

Our key customers include businesses, local governments and community-based organizations. We also play the crucial role of convening numerous local, state, regional and federal partners and stakeholders, public and private. Together we work to support the Governor's priorities and achieve shared goals and objectives for the citizens of Washington.

Not from Olympia?

As the state's capitol, Olympia is located off Interstate 5 at the south end of the Puget Sound roughly half-way between Seattle and Portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlands. With year-round art festivals, parades, theater shows, concerts, and community events, Olympia and its surrounding cities have something for everyone. For parents, it boasts some of the best schools in the nation and the renowned HandsOn Children's Museum. Home to two universities (The Evergreen State College and Saint Martin's University), Olympia residents also have the opportunity to pursue a degree while working!

Special Notes:

This position is covered by a union security provision.

Additional Information:

The Washington State Department of Commerce complies with the employment eligibility verification requirements of the federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

The Washington State Department of Commerce 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, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may call Human Resources at (360) 725-2650. 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.


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Administrative Assistant 2 [08109]

State Of Washington