Administrative Assistant 1 (AA1) - South Bend

State of Washington•Pacific County – Other, WA

3d•Hybrid

About The Position

This position contributes to the Department of Children, Youth, and Families' (DCYF) mission to protect children and strengthen families, so they flourish by providing administrative and technical support to Social Service Specialists, supervisors, community partners, and members of the public who visit the office. In this role, you will perform a variety of routine administrative duties, clerical projects, and recurring tasks in a fast-paced, high-stress, and detail-oriented environment. Success in this position requires the ability to multitask, prioritize competing responsibilities, meet deadlines, and provide coverage for other positions within the unit, as needed.

Requirements

High school diploma (or GED) AND one (1) year of office experience requiring keyboarding or typing.
Equivalent combination of education and experience totaling one (1) year of office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
A minimum of at least two years of driving experience and a valid driver’s license.

Nice To Haves

Demonstrated strong knowledge of Microsoft Office products, including Word, Excel (multi-level spreadsheet creation experience), Adobe, and general computer and keyboarding skills.
Demonstrated knowledge of general office procedures, processes, and the ability to prioritize and manage multiple assignments in a fast-paced environment.
Previous experience drafting, editing, proofreading, and sending electronic correspondence, memos, and other written documents.
Previous experience navigating internet browsers and conducting research.
Demonstrated ability to effectively communicate with management, peers, clients, and members of the public while providing a high level of customer service.
Demonstrated ability to work effectively in a diverse, fast-paced environment and handle inquiries and complaints promptly and professionally.
Previous experience maintaining confidentiality and exercising discretion in all aspects of work.
Previous experience operating vehicles for maintenance and repair transport.

Responsibilities

Answer a multi-line phone system in a fast-paced environment.
Greet clients, providers, staff, and members of the public.
Act as a liaison between clients and Social Service Specialists.
Screen calls and visitors and provide information to internal and external customers.
Timely distribute communications and documents.
Maintain office procedures, priorities, deadlines, and coordinate daily office operations.
Perform complex word processing tasks and create, edit, and review correspondence.
Coordinate and assist Social Service Specialists and office staff.
Maintain court calendars and prepare court-related documents.
Prepare files for uploading to the document management system.
Upload court orders and file court documents online and in person, as required.
Process background checks, disclosure and discovery requests, and requests for birth certificates and Social Security numbers.
Maintain filing systems, databases, multiple tracking logs, electronic files, and computer programs, including data entry into department databases and Excel.
Troubleshoot standard office equipment, including multi-function devices, copiers, scanners, fax machines, and postage equipment.
Maintain vehicle schedules and mileage logs.
Perform vehicle fleet management, including driving vehicles for service and cleaning.
Keep inventory of office and client resources.
Provide backup support to Administrative Assistants in neighboring offices, as needed.