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Administrative Assistant 2 (Project)

Company: Washington State
Location: Lacey
Posted on: February 3, 2020

Job Description:

DescriptionThis posting has been extended thru February 13, 2020. If you've previously applied, you need not reapplyApplication review is ongoing and the hiring manager reserves the right to make a hiring decision at any time, so it will be in your best interest to apply as soon as possible.This project position is expected to last 1.5 yearsThe Pollution Liability Insurance Agenc00y (PLIA) provides an effective and efficient government funding model that helps owners and operators meet financial responsibility and environmental cleanup requirements for underground storage tanks. PLIA has a team of dedicated professionals committed to open collaboration, innovative thinking, and delivering high quality service, to ensure success in meeting our mission. This position reports to the Deputy Director and provides specialized support to the agency mission by helping to monitor and implement strategic planning goals, and prepare agency reports.If you have a passion for public service, providing excellent customer service, and furthering economic development and environmental soundness, then PLIA is the ideal workplace for you. PLIA offers a dynamic work environment that fosters teamwork, diversity, inclusiveness, and opportunities for continued learning and professional growth.Who we are looking for:Because PLIA is a smaller agency, you are going to gain experience here that you won't in other places. Not only will you get variety in the type of administrative work you perform, but you will get to work across all units gaining more experience in both the work and variety of people!We are looking for someone that enjoys variety and "wearing many hats." You need to be cheerful, adaptable, professional, super comfortable with IT, great at keeping confidentiality, willing to learn new things, and excited about change.If this sounds like you, we look forward to meeting you!DutiesSome of what you will enjoy doing will include:

  • Work with the deputy to gather requirements, reformat documents, map and adjust work flows, and complete user acceptance testing for agency IT solutions.
  • Coordinate and schedule project meetings, prepare meeting materials and maintain project documents. Monitor project schedule and deliverables.
  • Perform various accounting functions and fiscal duties such as processing invoices and assisting higher-level staff with the preparation and analysis of fiscal reports.
  • Perform various administrative tasks to support the Deputy Director.
  • Receive visitors.
  • Answer and route phone calls.
  • Respond to customer inquiries.QualificationsREQUIRED:
    • High school graduation or equivalent.
    • Minimum one (1) year paid clerical experience or equivalent education.
    • Accounting knowledge from coursework or on-the-job experience.
    • Keyboarding at a net speed of 50 words per minute (wpm) or more.
    • Basic knowledge of office equipment: phones, fax, copier, printer, computers, etc.
    • Must be able to maintain strict confidentiality and ethical behavior at all times.The preferred candidate must also have:
    • Positive and professional interpersonal and communication skills.
    • Ability to work independently or in a team setting.
    • Ability to multi-task in a fast-paced environment.
    • Ability to deal well with competing priorities and difficult clients.
    • Ability to interpret and apply applicable rules, regulations, and policies.
    • Knowledge of Microsoft Office software.
    • Knowledge of proper grammatical construction; sentence and paragraph development; basic mathematics.COMPETENCIES - GENERAL
    • Accountability Appropriately balances the quality and timeliness of work. Is reliable and achieves excellent, timely results with little need for oversight.
    • Communication Actively seek information about agency policy decisions and programs by reviewing commission meeting notebooks and the agency intranet and by attending and participating in all staff meetings. Oral and written communication skills that clearly and effectively convey information and ideas to individuals within and outside the agency. Uses language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Keeps the supervisor, management, and co-workers informed of need-to-know items. Shares complete and accurate information with others.
    • Customer Service Build and maintain internal and external customer satisfaction with the services offered by the agency. Consistently goes beyond basic service expectations to help customers or clients, thus providing excellent customer service.
    • Ethics & Integrity Maintains confidentiality. Honors commitments. Avoids inappropriate situations and actions that present a conflict of interest or the appearance of a conflict of interest. Appropriately uses the public's funds and resources. Earns the trust and respect of others through honesty, professionalism in all interactions, and consistent demonstration of ethical behavior.
    • Self-Management Identify what needs to be done and proactively takes appropriate action. Recognize situations that warrant assertive action and move forward without hesitation.
    • Teamwork - Actively take steps to build and maintain effective cooperative relationships with co-workers and management. Work within a team (providing assistance and encouragement, sharing information/expertise; building consensus; showing respect for others; accepting responsibility and tasks, etc.) to achieve results that successfully benefit the team and the agency.COMPETENCIES - ADMINISTRATIVE
      • Computer Programs Access and move between multiple computer programs such as email, a database, word processing programs and the Internet to search for enter, or update information. Use word processing and database software at the intermediate level (i.e. create basic documents; use standard functions to select, edit, copy, paste, format, and spell check text to; create bulleted and numbered lists; indent and align paragraphs; use bordering and shading features; create tables, table of contents, and indices; create page and section breaks; insert headers and footers; develop and merge mailing lists and form letters, etc.) Experience using PowerPoint and photo editing software to create presentations and edit digital photos.
      • Filing Create, use and maintain both paper filing folders and electronic filing systems.
      • Maintain Records Document and update information in written or electronic form to maintain accurate and complete records. Examples: logging requests for information, updating customer accounts, posting data in spreadsheets or databases, etc.
      • Operate Office Equipment Operate office machines and equipment such as telephones, photocopiers, fax machines, CD duplicator, digital cameras, PDAs, and printers.
      • Research Skills - Use the Internet and other research avenues to find information or collect data. Effectively identify, collect and organize data in a way that makes the information most useful for subsequent assessment, analysis, and decision-making. Accurately document sources.
      • Verbal Skills Strong verbal skills to communicate effectively will all types of internal and external customers in person, by phone, email, etc.
      • Workload Management -Organize and prioritize work, devoting adequate time and attention to individual tasks. Work efficiently and handle interruptions appropriately. Transition easily between tasks, responding quickly and efficiently to work requests. Successfully return to incomplete tasks and continue work with minimal need to become reoriented to the task. Regularly evaluate progress on tasks and adjust organization, priority, time, method, etc. accordingly. Remain aware of timeframes and successfully meet deadlines. If deadlines are in jeopardy, appropriately seek assistance or guidance from the lead worker, supervisor, or manager. Effectively handle competing priorities and urgent situations, making sound decisions within short timeframes, and taking appropriate action. Example: answering multiple telephone lines while greeting visitors and updating a computer database.
      • Writing and Editing Skills Prepare coherent and meaningful reports and minutes. Necessary for taking accurate meeting minutes and creating documents of distribution.PREFERRED:
        • Bachelor's degree in business administration, public administration, environmental or closely allied field.
        • More than one (1) year of paid clerical experience.
        • Experience in the area of graphic design.
        • Proficiency with full Microsoft Suite.
        • Ability to apply critical thinking strategies to evaluate and solve problems.
        • Experience in serving, communicating and interacting with diverse individuals and groupsSupplemental InformationPlease attach the following documents in order to be considered, failure to do so may result in you not being considered for the position:
          • A letter of interest that shows your personality and voice to describe why you are the successful candidate and how you meet the specific qualifications for this position;
          • Current resume, detailing experience, and education.
          • Writing Sample (your choice of topic) attached to the applicationNOTE: You will want to ensure you have a current list of at least three (3) professional references with current contact information attached or available to provide at the time of interview.READ THE FOLLOWING INSTRUCTIONS COMPLETELY:
            • The initial screening will be based on the contents and completeness of the "duties summary" section of your application in, the supplemental questionnaire, and the completeness of the application material submitted.
            • A resume will not substitute for completing the "duties summary" section of the application, but is still required. Responses to the supplemental questionnaire regarding work experience must be reflected in the "duties summary" section of the application.
            • By submitting materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.VETERAN'S PREFERENCEApplicants 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 *black out any personally identifiable data such as social security numbers.Note: Applicants claiming veteran's preference points must attach the documentation with each on-line application. If you do not provide appropriate documentation to qualify for these preference points, the points will not be awarded.*For additional information on Veteran's Preference and guidance on how to determine if you are eligible, *click here.We thank you and are grateful for your service!The state of Washington is committed to creating a diverse and inclusive culture. We encourage women, veterans, people of color, and persons with disabilities to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, age, gender identity, sexual orientation or any other characteristic protected by law.Persons with a disability who need assistance with their application or that need this announcement in an alternative format, may call (360) 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.Should you have any questions regarding this position or the online application, contact Angie Anderson at (360) 407-8446 or jobs@des.wa.govSalary: $2,844.00 - $3,682.00 MonthlyLocation: Thurston County Lacey, WAJob Type: Project (limited duration)Department: Pollution Liability InsuranceJob Number: 2020-00492Closing: 2/13/2020 11:59 PM PacificAgency: State of WashingtonAddress: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504Phone: View Posting for Agency ContactWebsite:

Keywords: Washington State, Lacey , Administrative Assistant 2 (Project), Administration, Clerical , Lacey, Washington

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