Administrative Assistant 3 - Region 5 Fish Program - Permanent - *07369-24
FULL-TIME/PERMANENT
ADMINISTRATIVE ASSISTANT 3 (AA3)
Fish Program – Region 5
Ridgefield, Washington – Clark County
Perform complex administrative tasks to support the goals and objectives of WDFW’s Fish Program in Southwest Washington (Region 5).
Provide confidential administrative assistance to the Regional Program Manager, Unit Leaders, and staff within Region 5 Fish Program. Additional responsibilities include supporting the program through contract and budget development.
Picture yourself,
Assisting Region 5 fish program managers, unit leads, hatchery managers, project leads, and staff with critical logistical support.
With your experience,
Be part of the Region 5 Fish Program Management Team and assist with hiring, editing and submittal of technical reports and reviewing budgets for proper expenditures.
The optimal applicants,
Will have exemplary time management, organizational and communication skills.
We are seeking a candidate,
Who models WDFW values: Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE).
Duties:
Here is what you will be doing,
Region 5 Fish Program Administrative and Logistical Support:
- Provide secretarial support to supervisor including managing calendars, making travel arrangements, transcribing meeting notes, and vehicle maintenance/mileage.
- Coordinate with headquarters fish program administrative staff members on current administrative practices and procedures.
- Copy editing of letters, memos and technical reports.
- Assist staff in submittal of technical reports for contracting deliverables and/or for publication..
- Assist staff in making travel arrangements and completing/submitting travel paperwork in accordance with established policy and procedure.
- Act as liaison to Payroll Office for employee needs and questions.
Development and Implementation of Contracts, Budgets and Payables:
- Create and submit new contracts in WDFW’s NOVATUS system and other contract programs. And work with Region 5 fish program personnel to facilitate contracts through approval process.
- Act as a liaison to WDFW’s Contracting office for contract and budget development and implementation.
- Assist Region 5 fish program managers, project leads and staff in:
- Generation of line-item budgets.
- Developing and entering spending plans in WDFW’s CAPS Financial program.
- Scheduling and running monthly budget reports and comparing expenditures with existing allotments.
- Completing monthly status reports in contract tracking programs.
- Tracking purchasing card statements and resolving inconsistencies prior to submittal.
- Generation and tracking of Order Payment Forms and Purchasing Card activities.
- Establishment of direct billing when needed and obtaining approval signatures for purchasing.,
Coordination of Purchasing, Shipping, and Inventory:
- Assist in purchasing field gear and equipment in accordance with WDFW policy and procedure.
WORKING CONDITIONS:
-
Work Setting, including hazards:
- This position is performed in an office setting.
-
Schedule:
- Typically, Monday – Friday, 8:00 A.M. – 5:00 P.M., 40 hours per week.
-
Travel Requirements:
- Some travel may be required for meetings and field site visits, occurs on rare occasions.
- Ability to travel to meetings within Washington and Oregon.
-
Customer Interactions:
- Interacts with Region 5 Fish program personnel and headquarters office staff, recreational angler boards, state and federal agency employees.
Qualifications:
REQUIRED QUALIFICATIONS:
- High school graduation or GED.
AND
- Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Please Note: Formal education will substitute year-for-year for experience.
Certifications/Licenses:
- Valid Driver’s License.
PREFERRED QUALIFICATIONS:
In addition to those required qualifications, our ideal applicant will also have some or all of the following:
Experience in:
- Procedures for ordering equipment and billing to vendors.
- Budget development and general accounting.
Knowledge of:
- Human Resources knowledge to assist staff with hiring procedures.
- Agency policies and Office of Financial Management (OFM) guidelines and Department of Enterprise Services (DES) guidelines.
- Procurement methods for contracts, grants and purchase orders.
- Basic knowledge of contract reporting and budget software such as NOVATUS and CAPS Financial.
- Extensive knowledge of state purchasing rules and regulations.
Skill/Ability to:
- Strong skills in Microsoft Office applications such as Word, Excel, Access, Outlook and PowerPoint.
- Use and understand Department of Enterprise Services (DES) Reporting System.
- Follow fiscal guidelines, regulations, principles, and standards when committing fiscal resources or processing financial transactions.
- Demonstrated technical writing and editing skills for reports and proposals.
Supplemental Information:
Please note: Failure to follow the instructions below may lead to disqualification.
Experience and education selected, listed, and detailed in the Supplemental Questions must be verifiable in the application.
In order to successfully apply for this position, you MUST complete your profile at www.careers.wa.gov and attach the following to your profile before completing the online application:
- A cover letter describing how you meet the qualifications of this position (Generic cover letter will not be accepted).
- A current resume.
- Three professional references.
IMPORTANT NOTE:
All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
JOIN THE WDFW TEAM:
Learn about our agency and the perks of working for WDFW!
The Washington Department of Fish and Wildlife has some of the most talented people in the natural resource field. We celebrate and value diversity, appreciating that a workforce composed of those from different backgrounds and experiences creates an inclusive environment, strengthens positive relationships with the local community, and brings new perspectives and approaches to fulfilling the agency’s mission. We value demonstrated skill in living WDFW values of Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE).
WDFW employees may be eligible for the following: Benefits
Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave types.
Eleven (11) Paid Holidays per year and one (1) personal holiday if the employee is scheduled to be, or has been, continuously employed by the State of Washington for at least four (4) months.
Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), and an Employee Assistance Program.
Diversity, Equity, and Inclusion Employer
VETERAN PREFERENCE NOTICE:
To take advantage of veteran preference, please do the following:
- Email a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter to Elizabeth.Bullard@dfw.wa.gov.
- Subject line must include recruitment number, position, and Vet (for example: #10155 Biologist 1 – Veteran)
- Include your name as it appears on your application in careers.wa.gov.
MILITARY SPOUSE PREFERENCE NOTICE:
To take advantage of military spouse preference, please do the following:
- Notify us of your military spouse status by email at Elizabeth.Bullard@dfw.wa.gov.
- Subject line must include recruitment number, position, and MS (for example: #10155 Biologist 1 – MS)
- Include your name as it appears on your application in careers.wa.gov.
Note: Please blackout any PII (personally identifiable information) data such as social security numbers.
As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.
The Department of Fish and Wildlife 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, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply.
Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.
If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.