Administrative Assistant 2

State of Washington; Olympia (WA); On-site; USD 46,000 - 58,000; Full time

Benefits offered by this job

Flexible schedules

Telework options

Infants at Work

Growth opportunities

Veteran-friendly

Job summary

The State of Washington seeks an Administrative Support Specialist within the Washington State Patrol’s Human Resource Division in Olympia. You will be the first point of contact, greeting visitors and guiding inquiries while maintaining professional interactions with staff and the public.

Responsibilities include secretarial duties, document preparation, file maintenance, and coordinating meetings. A proficient user of Microsoft Office is essential, as is the ability to manage multiple tasks

Qualifications

• 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).
• Experience front desk or reception duties is preferred.

Responsibilities

• Greet and assist customers at front desk in a professional and courteous manner.
• Answer inquiries about agency processes, policies, regulations, and procedures.
• Coordinate scheduling for interviews and appointments (oral boards, polygraph, etc.).
• Maintain and file personnel and position records; process and track invoices and office supplies.

Skills

Office experience

Customer service

Microsoft Office

Education

High School diploma or GED

Tools

Microsoft Office

Job description

Description

• 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.

Duties

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.

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.

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

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement And Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.