Administrative Assistant - Administrative Assistant

Title- Administrative Assistant

Classification- Administrative Assistant 2

Job Status-Full-Time / Permanent

WDFW Program- Directors Office

Duty Station- Mill Creek, Washington – Snohomish County

Hybrid/Telework- This position may be able to telework up to one (1) day per week, at the discretion of the supervisor. However, the successful candidate must be available to report to the duty station as needed.

Learn more about being a member of Team WDFW!

Sunset over Moxee pond – Photo Credit:
Joe Tucker

Step into a role where your organization and attention to detail directly support the mission of the Washington Department of Fish and Wildlife.

As an Administrative Assistant, you’ll provide equitable, high-quality administrative support to Enforcement, Fish, Habitat, Wildlife programs, and the Director’s Office within the region.

You’ll work closely with the Regional Management Team, Program Managers, and their staff, keeping operations running smoothly by coordinating meetings, preparing agendas, capturing notes, ordering supplies and materials, and assisting with data entry.

Your work behind the scenes helps ensure our programs can focus on protecting and managing Washington’s fish and wildlife resources.

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

• Confidentially manage email and calendar communications for Program Managers and the Enforcement Captain.
• Process invoices and prepare Order Payment Forms, as delegated by the supervisor.
• Schedule and track District Team Meetings.
• Interpret and explain complex rules, policies, and operating procedures to internal and external customers.
• Coordinate meeting logistics, including scheduling, preparation of materials, and note-taking as requested.
• Monitor and provide status updates for public disclosure requests, records management, and litigation holds.
• Apply and implement complex agency rules, policies and operating procedures.
• Process permit applications and monitor routing and approvals to ensure required timelines are met.
• Create, edit, and review documents and correspondence for accuracy, completeness, and compliance with agency and program requirements.
• Track P-Card completion and assist staff with rules and regulations for new acquisition of cards and compliance.

• Create and maintain electronic and manual filing systems and databases.
• Assist with the preparation of materials for presentations and special projects.
• Maintain office supplies, equipment, uniforms, and personal protective equipment (PPE).
• Update program and personnel directories.
• Support customer service staff as needed.
• Provide office support to the Stanwood District Office.

• Duties are primarily performed in a busy office setting, with occasional support provided to field staff; limited interaction with wildlife may occur.
• May work independently while managing multiple projects.
• Frequently lift or move up to 30 lbs. and climb an 8-foot ladder to perform minor office maintenance tasks.

Typically 40 hours per week; additional hours may be required during periods of high workload with flexible work schedule during core business hours. Workload demands may require work outside of assigned work hours and adjustment of work schedules.

Weekly travel to the Stanwood District Office. Some travel throughout the state may be required to attend trainings, meetings, and conferences, including occasional overnight travel. Must meet the agency’s requirements for driving personal and state vehicles.

Computer, computer peripherals, essential basic hand tools, VoIP telephones, radios, projectors, video conferencing equipment, cell phones, internet access, business hub printer/fax/copier/scanner, and postage meter.

Work with internal and external customers daily.

• High school graduation or GED.
• Two (2) years of progressively responsible…