Office Assistant 3

Office Assistant 3

At The Department of Commerce, we strive to be creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work. We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected. We cultivate an environment in which we continuously learn, and we own our work.

We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve. Together, we can build a brighter and more inclusive future.

The Office of Economic Development and Competitiveness (OEDC) partners with local, regional and international economic development agencies, companies, site selectors and decision makers to strengthen communities and grow Washington's economy through increased exports, investment, retention and expansion. This position works within OEDC and is responsible for specific tasks within the division's programs, and provides the first point of contact for the Seattle Commerce office. This position is responsible for meeting and greeting all visitors, managing the main phone line with assisting and/or directing calls accordingly, processing all travel requests and reimbursements for OEDC staff, and managing all incoming/outgoing domestic/international mail. This position performs professional level duties requiring substantive knowledge of a variety of regulations, rules, policies, procedures and processes to support and ensure the division meets critical deadlines and goals.

Duties:

• Answer and manage the main phone multi-line system for the Seattle office.

• Provide in person reception to a diverse range of customers.

• Provide communications to a diverse staff and respond to public inquiries.

• Open and close main lobby area of Seattle office.

• Provide support for preparing meeting rooms, including setup of equipment and arranging for refreshments as required.

• Coordinate with the Westin Building Security staff for entry of visitors.

• Assist Operations Manager to respond to maintenance requests and/or any facility related issue.

• Provide daily assistance to the Finance & Grants Unit and Contracts Team as a whole (approximately 10 FTEs).

• Review, verify, and manage DocuSign tracking system, and CMS A19 tracking for the whole division.

• Maintain all tracking systems for the Contracts Team.

• Maintain desk manual and procedures.

• Seattle Motor Pool Vehicles

• Assist with maintenance, entering mileage usage tickets, calculate and report monthly budget code percentages according to usage, and manage calendars, folders and tracking.

• Pick-up, sort, disburse and send mail, both domestic and foreign.

• Maintain the postage machine and order reserve postage when required.

• Meeting/Conference Coordination

• Assist with facility planning, reservations inside and outside of building for staff, work groups and committee meetings, arranging payment of fees and preparation of materials.

• Coordinate and deliver to U.S. Post office all international packages weighing more than one pound, adhering to U.S. mail regulations.

• Carrier coordination, prepare customs declaration forms and assist with sending materials overseas for trade shows.

• Explain and interpret rules, policies, and opening procedures.

• Review and offer suggestions/improvements to OEDC administrative processes and procedures.

• Provide first-level of customer contact, route emails, mail, phone, and other requests for information to appropriate program staff.

• Preparation of accounts payable documents.

• Prepare requests for payments (A19s).

• Serve as backup for preparation and input into the purchasing request system (CTED Purchasing), with final approvals to the Finance & Grants Services Manager.

• Assist managing monthly Enterprise reports for division-wide grants and contracts.

• Coordinate business card orders.

• Contract Management System (CMS) entry and file maintenance for contract payment.

• Backup to or Assist AA3 Request W9 from new vendors when necessary.

• Backup to AA3 for Purchase Card Statement reconciliation.

• Prepare, coordinate and track all OEDC Travel Authorization memos and various required memos and documents appropriate for travel requests.

• Process domestic airfare via EasyBiz as needed.

• Maintain Travel Authorization folder on the Q drive with copies of all forms and documentation associated with each travel request.

Required Qualifications:

High school diploma

AND

Two years of clerical experience

Lived Experience:

• Up to two (2) years of lived experience can potentially substitute for professional experience. Relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid experiences, academic or a combination of experiences.

• Examples are working in a family run business, volunteer with a community based organization that focused on serving and supporting underserved or vulnerable populations, or any allied experience in economic development.

What is lived experience? Lived experiences is relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid experience, academic or a combination of experiences. The above listed experience will demonstrate that a candidate possesses the necessary knowledge, skills, abilities, and competencies to successfully qualify for and perform the duties of the position.

Desired Qualifications:

• Excellent written and verbal communication skills.

• Able to work with and keep confidential issues of a sensitive nature.

• Attention to detail, ability to track and complete multiple projects for a diverse workgroup. • Ability to be responsive to the needs of several staff within the agency and division

• Ability to positively communicate and negotiate realistic timelines that may differ from others' expectations.

To be considered for this position the following are needed:   

• A complete and detailed online application
• A Cover letter (enter online)
• At least three (3) professional references (enter online)

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov  - please reference the job number in your message.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.

This recruitment may be used to fill future vacancies over the next 60 days.

This position is covered by a collective bargaining agreement.

Our Commitment to Equal Opportunity:

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.