Wildlife Administrative Assistant - Administrative Assistant 3 - Permanent -*16509-22

Wildlife Administrative Assistant - Administrative Assistant 3 - Permanent -*16509-22

State of Washington | Olympia, WA, 98504, US

Posted 11 days ago

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Wildlife Program

Olympia, Washington - Thurston County 

Conduct complex administrative duties to support WDFW and the Wildlife Program's goals and objectives, provide confidential and administrative support for the Wildlife Director, Deputy Director, and the Wildlife Division Managers.

If this speaks to you then come join a close-knit, collaborative team that values each member for their strengths and works together to provide excellent customer service and administrative support! 

Young Elk in the Snow - Photo Credit: Karen Schmoll 

With that in mind, 

Picture yourself coordinating and arranging travel, meetings, and conferences for the Wildlife Program.

This is an opportunity to provide direct support to the Administration Support Section Manager (Management Analyst 4) with delegated authority to act in that person's absence in areas of substance.

You thrive on building collaboration and teamwork you take pride in your work, are result oriented, organized, and have excellent written/verbal communication skills. 

We are seeking candidates with demonstrated values matching those of WDFW: Accountability, Service, Professionalism, Integrity, Respect, and Empathy (ASPIRE). 

Coyote Pounce - Photo Credit: Kim McGee

Our Wildlife Administrative Assistant,  

Provides confidential or time-sensitive administrative support services for Wildlife Program Division Managers and program Special Assistants: 

* Schedules and maintains calendars.
* Conducts training and direction when needed for staff.
* Coordinates personnel issues such as recruitment, selection, appointment, and promotions.
* Develops and prepares agendas, itineraries, correspondence, and other documents.

Coordinates and manages special Wildlife programs: 

* Manages the Director's Special Hunt for Terminally Ill Persons. 
* Coordinates the Game Farm and Shooting Preserve programs.

Coordinates and reviews Wildlife bi-weekly and monthly reports: 

* Provides final formatting and edits to bi-weekly reports for the Wildlife Program, including reports from program divisions and regions.

Coordinates advisory council and division meetings: 

* Arranges meeting room space, refreshments, lodging, and travel for division managers and their staff.

Wildlife Program legislative and Commission coordination: 

* Assists with coordinating and assigning house and senate bills, tracking progress, and monitoring due dates.


* Work Setting, including hazards: 
* Work is performed in a busy office setting, there are multiple distractions and interruptions throughout the day. 
* Most tasks involve working at a desk on a computer.
* The duty station for this position is in Olympia, Washington - remote work or telework (a combination of office and remote) may be considered.  

* Schedule: 
* Typically, 8:00 a.m. to 5:00 p.m., Monday - Friday. 
* May be required to work occasional weekends and evenings to meet workload demands.

* Travel Requirements: 
* Travel is minimal - may require an occasional in-state overnight stay.

* Tools and Equipment: 
* Computer, agency cell phone, and office equipment.

* Customer Interactions: 
* Interaction occurs with internal and external customers. 


* High school graduation or GED. 


* 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 the required experience.


* Understanding of Washington State policies and procedure to include knowledge of OFM regulations, governmental budget concepts, travel regulations, the legislative process, and the Administrative Procedures Act. 
* Advanced computer skills including Microsoft Outlook, Word, PowerPoint, SharePoint, and Excel programs.
* Demonstrated commitment to customer service, with excellent verbal and written communication skills (including the use of proper grammar, spelling, punctuation).
* Demonstrated ability to apply LEAN concepts.
* Knowledge of hunting regulations.


* A valid Washington or other State Driver's License.


WDFW requires all employees to be fully vaccinated with the COVID-19 vaccine as a condition of employment.  You will be required to provide proof of vaccination as part of the hiring process. Please do not upload your vaccination documentation with your application materials - your vaccination status will be verified by your supervisor before you will be allowed to work. Exemptions may be granted for religious or medical purposes.

Please note: Failure to follow the instructions below may lead to disqualification.


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. 


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


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:

Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth.

Diversity, Equity, and Inclusion Employer


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 RecruitmentTeam@dfw.wa.gov.
* Subject line should 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.



To take advantage of military spouse preference, please do the following:

* Notify us of your military spouse status by email at RecruitmentTeam@dfw.wa.gov.  
* Subject line should 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. For further information, please contact us at RecruitmentTeam@dfw.wa.gov.


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 may call (360) 902-2276 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.

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