L&I Office Assistant Lead

State of Washington; Tumwater (WA); On-site; USD 42,000 - 60,000; Full time

Job summary

State of Washington’s Department of Labor & Industries Administrative Services Division seeks an Office Assistant Lead to perform complex clerical projects, manage Mail Services, and supervise staff across daily operations including CARS and RWTS.

You will train and mentor staff, ensure policy compliance, coordinate invoices, and support records management with archival standards, while providing excellent customer service to internal and external stakeholders.

Qualifications

• High School Diploma or equivalent; education may substitute year for year for experience.
• Two years of clerical experience; one year directing the work of others.
• Excellent customer service and ability to coordinate mail services.

Responsibilities

• Coordinate & monitor mail services daily activities.
• Assign, plan, and organize the work of Mail Services office support staff.
• Create monthly task schedule for staff.
• Resolve problems and respond to inquiries regarding postal rules, regulations, policies, department procedures and services.
• Answer telephone; receive and refer visitors.
• As the Records Coordinator, help the Records Officer with managing and retaining Mail Services records.
• Keep track of program records; classify, retain, and/or destroy records according to the SGGRRS; oversee their appropriate in-house storage and organization; facilitate records transmittal between the mailroom and the Washington State Archives' Records Center.
• In the absence of the Mail Services Supervisor, validate and approve FedEx weekly invoices for payment.
• Research, troubleshoot, coordinate with Fed Ex, and corrects errors in shipping/delivery and other customer concerns involving Fed Ex.
• Prepare agenda for meetings; notify attendees; attend meetings, take notes of significant parts of discussion, and prepare minutes.
• In the absence of the Mail Services Supervisor signs all Mail Room Warrant Manifest for returned warrants and signs out all checks from the safe by initialing the Mailroom Check Register.
• Provide back-up coverage for the full range of Office Assistant 3 duties as necessary.
• Train, mentor, and coach lower-level office support staff in the execution of Mail Services duties.

Skills

Clerical experience

Supervisory experience

Customer service

Education

High School Diploma or equivalent

Tools

Microsoft Office

SharePoint

Excel

Word

Outlook

Job description

Our Mission:Keep Washington Safe and Working!

Our Values: Customer Focus, One L&I, Respect, Diversity, Equity and Inclusion, Learning and Growth, Reliability

Job Highlights

Are you committed to providing high-quality customer service and looking for your next challenge? Develop what you already know and grow your skills to launch you into the next level of your career.

The Department of Labor & Industries Administrative Services Division has an opportunity available for a dynamic Office Assistant Lead. In this role, you will perform a variety of complex clerical projects and assignments, including data collection and basic data analysis. Additionally, you’ll assign, instruct, and check the work of lower-level office support staff in the execution of monetary programs using the CARS (Cash Receipt System) and the RWTS (Returned Warrant Tracking) and act as a liaison between stakeholders and the Mail Services program.

Some of what you’ll do:

• Coordinate & monitor mail services daily activities
  • Assign, plan, and organize the work of Mail Services office support staff.
  • Create monthly task schedule for staff.
  • Resolve problems and respond to inquiries regarding postal rules, regulations, policies, department procedures and services.
  • Answer telephone; receive and refer visitors.
  • As the Records Coordinator, help the Records Officer with managing and retaining Mail Services records. Keep track of program records; classify, retain, and/or destroy records according to the SGGRRS; oversee their appropriate in-house storage and organization; facilitate records transmittal between the mailroom and the Washington State Archives' Records Center.
  • In the absence of the Mail Services Supervisor, validate and approve FedEx weekly invoices for payment. Research, troubleshoot, coordinate with Fed Ex, and corrects errors in shipping/delivery and other customer concerns involving Fed Ex.
  • Prepare agenda for meetings; notify attendees; attend meetings, take notes of significant parts of discussion, and prepare minutes.
  • In the absence of the Mail Services Supervisor signs all Mail Room Warrant Manifest for returned warrants and signs out all checks from the safe by initialing the Mailroom Check Register.
  • Provide back-up coverage for the full range of Office Assistant 3 duties as necessary.
• Train, mentor, and coach lower-level office support staff in the execution of Mail Services duties. Explain and interpret complex rules, policies and operating procedures.
  • Ensure consistency and quality of workflows through application of standardized workflows. Responsible for onboarding and training new employees. Provide input to supervisor on employee training progress.
  • Under supervisor’s direction, perform refresher trainings and direct structured learning experiences for current office support staff and monitor their quality results.
  • Provide guidance for new or unusual situations in the mailroom and internal procedures. Exercise independent judgment in interpreting and applying rules and regulations.
  • Gather and evaluate information from employees and management on previous training to identify skill or knowledge gaps.
  • Periodically evaluate training plans to ensure they are effective, appropriate, and accurate to program procedures.
  • Assist on the design and development of quality assurance audits and procedures as a subject matter expert. Participate in developing strategies to address quality assurance issues and improvements.
  • Conduct regular quality assurance work checking of Mail Services office support staff.
  • Provide input to supervisor on employees' performance and quality results.
  • Work checking of CARS, RWTS, accountable mail, check/warrant, and safe logs to verify proper handling of monies according to internal audit policy.
  • Evaluate effectiveness of quality assurance procedures. Utilize relevant evaluation data to revise or recommend changes in QA objectives and methods.
  • Act as a point of contact for employee performance and work quality issues.
  • Coordinate or perform administrative functions necessary to deliver and document training programs.

…and so much more!

Required:

Equivalent education may substitute year for year for experience.

• High School Diploma or equivalent
• Two (2) years of clerical experience
• One (1) year of experience directing the work of others

Required Equity Competencies:

• The ability to take action to learn and grow
• The ability to take action to meet the needs of others

Desired:

• Experience in coaching, motivating, teaching and directing the work of others.
• Excellent customer service skills; flexibility regarding work assignments; ability to communicate with and assist a wide variety of individuals (internal staff, general public, business professionals).
• Proficient with Microsoft office suite to include SharePoint, Excel, Word and Outlook.
• Experience with continuous improvement methodologies (example - Lean, Six Sigma, etc.).

For a full list of position-specific skills and abilities, please request the PDF (Position Description Form)

Things You Need To Know:

• State employees who meet the qualifications will become eligible for a generous retirement package at the end of the employee’s career. Click on the "Benefits" tab to learn more.
• At L&I, your voice matters. In addition, L&I is a diverse state agency dedicated to the safety and health and security of Washington's 3.3 million workers. Take a look at this brief video and learn more about why L&I is an employer of choice.
• For positions where in-office work is necessary, the frequency of telework will be discussed with the supervisor of the position at the time of offer.

Background Check Notice

Prior to a placement in this position, a background check, including criminal history record will be conducted. Information from your background check will not necessarily preclude employment but will be considered in determining your eligibility to perform the requirements of the position.

Other information

• For positions requiring travel, you must have a valid unrestricted driver's license and have insurance if driving a privately owned vehicle on state business.
• This position is represented by the Washington Federation of State Employees (WFSE).
• Candidates who are offered a job with L&I must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
• The Department of Labor & Industries complies with the employment eligibility verification requirements of the federal employment eligibility verification form, I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

Did You Know?

In addition to offering a positive balance between life and work, L&I provides one of the most competitive benefits packages in the nation. We also believe your voice matters. We value our employees and their work-life balance by encouraging flexible schedules. L&I is a diverse state agency dedicated to the safety and health and security of Washington's 3 million workers.

Veterans Preference

Applicants wishing to claim Veterans Preference should attach to their application a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs. Please blackout any personally identifiable data such as Social Security number. For further information, contact L&I’s

Diversity, Equity, and Inclusion Employer

L&I employees come from all walks of life. We strive to hire great people from a wide variety of backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

We believe in the importance of recognizing the value each of us contribute to the success of the agency mission. Having a diverse workforce is this agency’s greatest resource of strength and knowledge. It is through the combination of talents and abilities that we can pursue finding effective measures to provide the best customer service. We are committed to building a diverse and inclusive workplace for everyone and we strongly mean everyone.

The State of Washington is an equal opportunity employer. Persons with a disability who need accommodation in the application process or testing process, or those needing this announcement in an alternative format, may call 360-902-5700. TTY users should first call 711 to access the Washington Relay Service.

You are welcome to include the name and pronoun you would like to be referred to in your materials, and we will honor this as you interact with our award-winning diverse and inclusive organization.

For more Information

If you have any questions regarding this job posting, program, or the agency, please contact the recruiter, Corey Laguana via email.