Administrative Assistant - Administrative Assistant

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Title: Administrative Assistant

Classification: Administrative Assistant 3

Job Status: Full-Time/Permanent

WDFW Program: Capital and Asset Management Program (CAMP)

Duty Station: Olympia, Washington – Thurston County

Hybrid/Telework: Although this is a hybrid opportunity, the successful candidate must be available to report to the duty station located in Olympia, Washington as needed. The selected candidate may be able to telework/work remotely up to one (1) day per week at the discretion of the supervisor.

Learn more about being a member of Team WDFW
!

The Capital and Asset Management Program (CAMP) serves WDFW by delivering technical and professional engineering, construction, and maintenance to sustain facilities, infrastructure, and ecosystems.

As CAMP’s Administrative Assistant, you will provide a broad spectrum of support to CAMP’s mission through processing construction contract documents (specifications), purchasing, ensuring correspondence are in compliance with policies, procedures, and standards, and more!

We are seeking an experienced office professional who thrives in a dynamic, collaborative environment while maintaining organization, efficiency, and accuracy.

Among the varied range of responsibilities held within this role, the Administrative Assistant will,

• Assist project managers with the production of specifications for CAMP projects.
• Organize and post specifications, addendums, general correspondence, construction drawings, walk-through attendance, meeting minutes, bidder Q&A’s, and bid results online.
• Schedule and coordinate bid openings and production of bid opening documents for the Contracts Specialists in a timely manner.
• Track CAMP Bids email inbox for requested specification documents, drawings, or clarification.

• Assist CAMP Administrative Supervisor with higher level administrative needs upon request.
• Maintain staff schedules by scheduling, canceling, and coordinating meetings along with travel arrangements, vehicles, and conference room calendars.
• Assist with accepting, re-routing, sorting mail, and preparing mailings as necessary.
• Monitor and complete daily tasks showing in Smartsheet Pending Tasks dashboard.
• Prepare and format correspondence.
• Prepare surplus approval documents and coordinate pick up of surplus items.
• Assist with front desk reception, ensuring full coverage at all times, answering and routing phone calls, and directing WDFW customers to proper resources.

• Ensure that records in the vault are scanned, electronically filed, and sent to the Records Center on a regular basis.
• Maintain records management inventory for sending and retrieving boxes from the Records Center or State Archives.

Work Setting, including hazards: Work is generally performed in an office setting, requiring extensive computer and phone use.

Schedule: Typically, Monday – Friday, 8:00 A.M. – 5:00 P.M. with a one-hour lunch. Telework may be considered with supervisor approval. Work hours may vary depending on the job needs. Working more than 40 hours in a week may be required on short notice.

Customer Interactions: Interact with the public, vendors, and customer programs.

Graduation from high school or GED AND three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Please note: Formal education may substitute year-for-year for experience.

• With Microsoft Office Suite products (such as Word, Excel, Outlook, Access, PowerPoint, and SharePoint).
• With Adobe products, including Acrobat Pro.
• Using professional phone etiquette while answering multi-line telephones, taking messages, transferring calls, and assisting others.
• With basic administrative procedures, office practices, correspondence preparation, and management procedures and practices.
• Writing clearly and effectively following standardized rules of language regarding spelling, punctuation, grammar, word…