Administrative Assistant 2

State of Washington; Olympia (WA); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Flexible schedules

Telework options (after training)

Infants at Work Program

Growth opportunities

Community service impact

Job summary

Washington State Patrol, Human Resource Division (HRD) in Olympia, seeks an administrative support team member to greet customers, manage front desk inquiries, and handle a variety of clerical tasks. This role supports HRD processes, maintains personnel files, and assists with scheduling and documentation.

Ideal candidates will have a high school diploma or GED, at least two years in an office setting with customer service experience, and strong Microsoft Office skills.

Qualifications

• High School diploma or GED required.
• Two years of office/secretarial/administrative experience, including at least one year of customer service.
• Proficiency with Microsoft Office programs (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Greet and assist customers at front desk via phone/email/walk-in in a professional, courteous manner.
• Monitor and answer the door; screen incoming calls and visitors.
• Serve as liaison between applicants and appointments (oral boards, polygraph, NEO, etc.).
• Verify employment for current or former employees, following agency procedures.
• Process and organize documents, maintain personnel and position files, and handle confidential information.
• Manage invoices, billing statements, and supply orders for HRD.
• Coordinate conference room scheduling and office maintenance tasks.
• Maintain mail, faxes, and file records; support confidential staff.

Skills

Customer service

Office organization

Education

High School diploma or GED

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

If you answer YES to any of these questions this is the perfect opportunity for you!

• Are you a self-starter with an interest in providing administrative support?
• Do you thrive in a team environment?
• Do you want a position with career growth opportunities?

About the Agency & Division:

The Washington State Patrol is committed to being an Equal Opportunity Employer and strives to foster an environment in which everyone is encouraged to be their authentic selves, communicate openly, and act with courage. The WSP is dedicated to promoting fair and equitable hiring, training, and promotional practices through innovative recruitment and retention strategies.

The Human Resource Division (HRD) provides HR-related support to the entire agency through consulting, researching, and interpreting civil service rules, collective bargaining agreements, and agency policies and procedures. As well as processing and maintaining employee health and safety, recruiting, testing, hiring, transfers, and promotional actions for all civil service and commissioned personnel.

As the division's first point of contact, this position assists customers over the phone or in person in a professional and friendly manner by providing information and guidance on agency processes, procedures, policies, regulations, and knowledge of laws, in the resolution of inquiries and issues, with problem resolution regarding the options, rights and services available. In addition, provides information on the application and hiring process for trooper cadet and civil service positions.

This position performs complex secretarial duties such as independent planning, organizing and prioritizing work, compiling reports, tracking documents, prepare and process bills, collection and redaction of documents for public disclosures, filing documents and creating/maintaining personnel and position files.

Our new teammate will be able to:

• Greet and assist customers at front desk via phone/email/walk-in with a professional and courteous manner.
• Monitor and answer the door.
• Screen incoming calls and visitors.
• Serve as a liaison between prospective applicants and their appointments (oral boards, polygraph, NEO, etc.)
• Verify employment (phone or email) for current or former employees, adhering to processes for undercover personnel.
• Answer citizen and agency-personnel inquiries regarding applications, recruitment, personnel files, department policy and procedures, confidential or sensitive information, etc.
• Custodian of visitor badges and separated employee ID Cards.
• Arrange/coordinate maintenance and repair of office equipment (copy machines/scanners).
• Point of contact for HRD personnel for scheduling of all WSP external conference rooms for the Helen Sommers Building (maintain conference room schedules, address questions, coordinate with Executive Staff for work orders and other arrangements, coordinate with other representatives and all divisions of WSP, adhere to scheduling process/routine for each requests).
• Maintain HRD internal conference room calendar.
• Provide support to Confidential Secretary, office and commissioned staff in HRD.
• Retrieve, process, screen and prioritize and distribute mail (incoming and outgoing) throughout the department.
• Distribute incoming faxes.
• Create and maintain all personnel and position files.
• File PDFs in position files.
• File PDP's in personnel files.
• Track and retrieve files regarding legal holds, separations and record center placement.
• Track, prepare and process all invoices (credit cards, recruitment, trainings, travel etc.) for payment.
• Track, prepare and process all billing statements and supply orders for HRD.
• Register recruiters for Career Fairs.
• Process travel payments/invoices.
• Communicate with vendors to retrieve necessary information to the Office of Financial Management (OFM) that are required for payment.
• Take inventory and order common office supplies.
• Order all supplies, electronics, and other resources for HRD personnel.

Required Qualifications:

• High School diploma or GED equivalent.
• Two years of experience in an office, secretarial or general administrative position, which includes at least one year of customer service experience.
• Proficiency with Microsoft Office programs (Word, Excel, Power Point and Outlook).

Why work for the Washington State Patrol?

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• Opportunities to serve your community and make an impact through meaningful work.
• Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01.
• Qualification for the Public Loan Forgiveness Program.

NOTE:

This is not a full-time telework position. Candidates must be able and willing to work in the office and commute to Olympia. A hybrid work schedule may be available after training and/or probationary period has been successfully completed.

Applicants claiming veterans preference must attach a copy of their DD214 (SSN must be blacked out). If you do not provide the required documentation, the veterans preference will not be awarded.

Questions?

Please contact Aleesha Brown at [phone] or via e-mail at [e-mail].