Program Assistant - Internal

State of Washington Dept. of Agriculture; Olympia (WA); On-site; USD 50,000 - 66,000; Full time

Benefits offered by this job

Flexible work schedules

Teleworking

12 paid Holidays & Vacation and Leave

Job summary

The Washington State Department of Agriculture is hiring an Internal Data Consultant 2 to support the Livestock Identification Program within the Animal Services Division in Olympia. The role concentrates on administering the Electronic Cattle Transaction Reporting (ECTR) system, payroll timekeeping for field staff, and leading records retention efforts.

You will also serve as the lead for program training and customer service for ECTR accounts.

Qualifications

• Bachelor's degree including statistics and/or mathematics required.
• One year of experience as a Data Consultant 1 or equivalent.
• Equivalent education/experience considered.

Responsibilities

• Administer the Electronic Cattle Transaction Reporting (ECTR) System.
• Audit ECTR transactions and data for ownership verification.
• Provide customer service to ECTR account holders and troubleshoot errors.
• Develop training materials and manuals for program management.
• Coordinate records retention and prepare annual reports for the legislature.
• Oversee timekeeping for program staff and support payroll processes.
• Lead special projects and assist in rule-making and legislative reviews.
• Maintain program website content and respond to public inquiries.

Skills

Data analysis

Timekeeping

Public records handling

Education

Bachelor's degree including statistics/mathematics

Tools

PISCES

Outlook

Excel

Word

Job description

AGRICULTURE - A Cornerstone of Washington's Economy

The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation, and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.

The agency includes approximately 780 employees and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.

The Opportunity:

The WSDA AnimalServices Division is dedicated to the protection, promotion and enhancement of animal health, wellness and wellbeing. The Division works to minimize the exposure of the people of Washington State and their animals to harmful animal diseases on a state, national and international level.

The Livestock Identification Program provides asset protection to the livestock industry in Washington State by inspecting cattle and horses for brands or other proof of ownership, recording brands, and licensing public livestock markets and certified feedlots in order to deter theft and deny an outlet for stolen animals.

This position provides higher-level administrative support to the program and coordinates, organizes, and/or directs the operation of major program activities including but not limited to: administering the certified veterinarian and field livestock inspector programs; administering the Electronic Cattle Transaction Reporting (ECTR) System; content editor for the program's webpage on the WSDA website; responsible for payroll timekeeping for all field staff and two administrative staff in the program; serves as the lead for the program's records retention program; and serves as the lead customer service representative for the program. As required, this position supports legislative and rule‑making activities for the livestock identification Program and the Animal Services Division. This position reports directly to the Program Manager.

Important Notes

WSDA is recruiting for a full-time permanent Internal Data Consultant 2 position within the Animal Services Division. This position is located in Olympia, Washington and is represented by the Washington Federation of State Employees (WFSE) Union.

The base pay offered will take into account internal equity and may vary depending on the preferred candidate's job-related knowledge, skills, and experience. The typical starting salary for this position is: Range 46 Step A $50,412 - Step L $66,072 annually.

Responsibilities

• Administer the Electronic Cattle Transaction Reporting (ECTR) System.
• Oversee and maintain Electronic Cattle Transaction Reporting system.
• Collaborate with Agency IT staff to ensure the system is functional and useful for the general public.
• Develop desk manual for management of the system that encapsulates all required tasks, processes and procedures.
• Review and approve new customer accounts.
• Review and approve customer's request to add their Washington recorded brand to their ECTR account.
• Audit ECTR transactions and data ensuring documents submitted by customers substantiate proof of ownership for the cattle they are selling or moving out of state. Follow up with compliance program when appropriate.
• Provide customer service to ECTR account holders and troubleshoot errors.
• Draft and submit yearly ECTR legislative report.
• Administer the Certified Veterinarian/ Field Livestock Inspector Training Program.
• Update list of certified inspectors on Program's webpage on a quarterly basis as directed by RCW 16.57.
• Process, create and mail lifetime horse identification cards sold by certified veterinarians and private field inspectors.
• Edit and update training manuals, classroom materials and exams on an as-needed basis to ensure course material is in line with current statutes and rules.
• Prepare all class and training materials for certification courses.
• Schedule meeting rooms, dates and times for training at multiple locations throughout the state.
• Serve as the instructor for the training course. Deliver 3-hour training block to new and renewing veterinarians.
• Grade inspector exams to determine pass/ fail and issue certificates to those students who pass.
• Issue license renewal notices for certified veterinarians.
• Process and ship all new certified veterinarian and private field livestock inspector startup kits.
• Perform and review data auditing and analysis.
• Outline and organize program data for annual reports to the legislature.
• Develop auditing processes for inspections to ensure data is captured correctly and recorded accurately for the program.
• Conduct data analysis to track expenses and potential efficiencies in the program.
• Keep track of trends and statistics in the program such as revenue, headcount and expenses and compare data with previous years to report to stakeholders.
• Coordinate Records Retention for Program.
• Maintain annual records archiving in accordance with records retention policy.
• Scan and save all required program documents for electronic records management.
• Special Projects:
  • Work collaboratively with field staff to troubleshoot inspection system errors or issues.
  • Serve as lead on special projects as delegated by program manager.
  • Assist in rule‑making development and provide input to legislative bill review for the livestock identification program.
  • Analyze laws, rules, policies and practices: assist in developing, evaluating, revising and implementing services, policies or procedures.
  • Maintain forms inventory and update any forms used by the program, coordinate for print orders.
  • Audit fleet mileage for program staff versus PISCES daily entries.
  • Oversee hard copy livestock inspection certificate books using book tracker software. Audit returned certificate books from staff and certified veterinarians and work to resolve any errors or questions.
  • Assist compliance program with investigations and violations by providing research and data.
  • Coordinate advancements in ELID and implementation of Sale time.
  • Provide assistance and training to inspectors regarding changes.
  • Represent and communicate on supervisor's behalf at meetings, conferences, etc., and communicate for supervisor on administrative policy matters.
  • Ensure compliance with PEAR and HEAL act requirements and participate in strategic planning.
  • Assist with processing travel and TEMS for field staff and administrative staff in the program.
  • Participate with educational activities to include but not limited to working with youth, hosting booths, or other community interaction.

Customer Service

• Answer and retrieve phone messages and email from the Livestock Inspection Program's phone line and email account daily.
• Process and ship all customer and field staff supply requests for documents, office supplies, etc.
• Process, catalogs, and forward missing and stolen livestock reports to stakeholders and field staff.
• Administer Livestock Inspection Program's online website.
• Maintain and update contact information for field staff.
• Assist with public records disclosure requests for program.
• Process special sale permits and coordinate with field supervisors for inspection coverage.
• Assist clients, customers, and stakeholders by providing agency interpretation on policies, procedures, laws, and rules, and application / licensing processes, provide explanations on program forms, pamphlets, and other materials.
• Sort incoming program mail and distribute accordingly and mail inspector outgoing mail.
• Assist in resolving problems that may occur between the program or stakeholders, both internal and external.

Supervises Administrative Staff

• Supervise, train and mentor staff to assure that staff are meeting program expectations.
• Evaluate employee performance, resolve staff issues, discipline and recognize employees, and counsel employees in work-related activities and career development.
• Coordinate, assign and oversee all projects assigned to the brand recorder and fiscal specialist. Position is responsible for supervising daily work, scheduling staff to ensure adequate coverage, and prioritizing staff workload.
• Oversee, instruct and provide guidance and expectations to staff.
• Ensure staff activities are performed in a safe and legal manner.

Responsible for the program's time and attendance activities and reporting

• Serve as PISCES timekeeper for all program field staff and two administrative staff.
• Record, prepare and submit all time and attendance required documents to the payroll office in accordance with all timelines.
• Calculate all holiday pay, personal leave days and personal holiday hours for livestock inspectors as required.
• Audit time for discrepancies and corrections. Work closely with field supervisors to ensure corrections are made in timely manner.

Who should apply?

• A bachelor's degree including college level course work in statistics and/or mathematics.
• One (1) year of experience working as a Data Consultant 1 or equivalent.
• Equivalent education/experience.

Preferred/Desired Education, Experience, and Competencies

• Ability to identify livestock terms and have a basic understanding of the livestock industry.
• Prior lead or supervisory experience.
• Knowledge of Animal Services RCW and WAC.
• One (1) year experience with personal computers with word processing, spreadsheet, database, and email programs (Microsoft Office products such as Outlook, Word, Excel, PowerPoint).
• High school education or equivalent and three years of progressively responsible experience in office/ clerical, secretarial, bookkeeping, accounting, or general administrative work.

Employee Benefits

• A healthy work/life balance, which may include flexible work schedules, and teleworking.
• WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave. Click here for more information.
• 12 paid Holidays & Vacation and Leave Accruals.
• All Personal Protective Equipment (PPE) required will be provided by the agency.

Equity at WSDA

The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways. We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion. We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.

We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

Contact Us

Should you have any questions regarding this position or the online application, contact the Human Resource Office at [e-mail].

Prior to a new appointment into the Department of Agriculture, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.

Veteran's Preference

Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.

Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free [phone]. TTY users should first call 711 to access the Washington Relay Service.

For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.