Administrative Assistant 1 (AA1) - Tacoma & Parkland Office Float

State of Washington•Pierce County – Tacoma, WA

3d•Hybrid

About The Position

The Department of Children, Youth, and Families (DCYF) is seeking an Administrative Assistant 1 (AA1) to join our team in Region 5. The Tacoma and Parkland Offices are looking for an energetic and passionate Administrative Assistant to float between the two offices! This position provides support to Social Service Specialists, Supervisors, and community partners. Our ideal candidate has office experience, excels in a fast-paced environment, thrives in multitasking, and effectively manages work priorities and deadlines. If you're looking for an opportunity for professional growth and development in a clerical role, apply today! Within DCYF, this detail-oriented position involves a range of complex clerical tasks, routine duties, and recurring responsibilities. Multitasking, managing work priorities, meeting deadlines, and covering for other positions in the unit are aspects of the job. This clerical position will provide service for our staff members, community members, and the public who come into the office. This position will assist with a variety of tasks that have strict processing timelines. This position exercises specialized knowledge of DCYF programs and requirements, and exercises independent judgment in resolving written communication and clerical issues with discretion. This position will need to learn many different tasks and ensure they are processed correctly without errors. This position is expected to work with other clerical staff and will assist others when needed; clerical staff will be cross-trained to ensure timelines are met. Assisting each other with training methods will be expected of all administrative support staff. This position reports directly to the Office Manager and is expected to maintain confidentiality at all times.

Requirements

High school diploma (or GED) and one year of OFFICE experience requiring keyboarding or typing.
Equivalent education and experience totaling one 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.
Minimum of at least two years of driving experience and a valid driver’s license.

Nice To Haves

Previous experience with or demonstrative ability to: Operate a computer, keyboard, and use Microsoft Office products.
Draft, edit, and send electronic correspondence.
Navigate internet browsers and conduct research.
Edit, proofread, and draft memos and other forms of written documents.
Prioritize multiple assignments in an office environment.
Effectively communicate with management, peers, clients, and the public.
Work effectively in a diverse and fast-paced environment.
Provide high levels of customer service.
Operate vehicles for maintenance/repair transport.
Handle inquiries and complaints promptly and professionally.
Maintain confidentiality in all aspects of the job.

Responsibilities

Provide reception duties.
Screen calls and visitors.
Maintain office procedures, standards, priorities, and deadlines while coordinating office operations.
Apply knowledge of various DCYF regulations, rules, policies, and procedures.
Provide internal and external customer service to a diverse population.
Communicate verbally and in writing with customers, answer inquiries, and provide information to internal and external customers.
Create, edit, and review correspondence.
Maintain court calendars.
Troubleshoot standard office equipment such as multi-function device scanner, copier, fax machine, and other office equipment.
Perform vehicle fleet management, including driving vehicles for service, repair, and cleaning.
Maintain conference room schedules.
Data entry into department databases, Excel, and other computer programs.
Upload court orders; file court documents online and in person as required.
Process background checks, disclosure, and discovery requests.
Process Birth Certificate and Social Security Number requests.
Prepare files for uploading to the document management system.
Maintain electronic files and/or logging systems for databases.
Provide backup to other Administrative Assistants for both Tacoma and Parkland field offices.