Administrative Assistant 2

State of Washington • Thurston County – Olympia, WA

10d • Hybrid

About The Position

The Washington State Patrol (WSP) is seeking a self-starter with an interest in providing administrative support and thriving in a team environment with career growth opportunities. The Human Resource Division (HRD) provides HR-related support to the entire agency, including consulting, researching, and interpreting civil service rules, collective bargaining agreements, and agency policies. They also process and maintain employee health and safety, recruiting, testing, hiring, transfers, and promotional actions for all civil service and commissioned personnel.

Requirements

• High School diploma or GED equivalent.
• Two years of experience in an office, secretarial or general administrative position.
• At least one year of customer service experience.
• Proficiency with Microsoft Office programs (Word, Excel, Power Point and Outlook).

Responsibilities

• Serve as the division's first point of contact, assisting customers over the phone or in person in a professional and friendly manner.
• Provide information and guidance on agency processes, procedures, policies, regulations, and knowledge of laws.
• Assist with problem resolution regarding available options, rights, and services.
• Provide information on the application and hiring process for trooper cadet and civil service positions.
• Perform complex secretarial duties such as independent planning, organizing and prioritizing work, compiling reports, tracking documents, preparing and processing bills, collection and redaction of documents for public disclosures, filing documents, and creating/maintaining personnel and position files.
• Greet and assist customers at the front desk via phone/email/walk-in with a professional and courteous manner.
• Monitor and answer the door.
• Screen incoming calls and visitors.
• Serve as a liaison between prospective applicants and their appointments (oral boards, polygraph, NEO, etc.).
• Verify employment (phone or email) for current or former employees, adhering to processes for undercover personnel.
• Answer citizen and agency-personnel inquiries regarding applications, recruitment, personnel files, department policy and procedures, confidential or sensitive information, etc.
• Act as custodian of visitor badges and separated employee ID Cards.
• Arrange/coordinate maintenance and repair of office equipment (copy machines/scanners).
• Serve as the point of contact for HRD personnel for scheduling of all WSP external conference rooms for the Helen Sommers Building.
• Maintain HRD internal conference room calendar.
• Provide support to Confidential Secretary, office and commissioned staff in HRD.
• Retrieve, process, screen, prioritize, and distribute mail (incoming and outgoing) throughout the department.
• Distribute incoming faxes.
• Create and maintain all personnel and position files.
• File PDFs in position files and PDPs in personnel files.
• Track and retrieve files regarding legal holds, separations, and record center placement.
• Track, prepare, and process all invoices (credit cards, recruitment, trainings, travel etc.) for payment.
• Track, prepare, and process all billing statements and supply orders for HRD.
• Register recruiters for Career Fairs.
• Process travel payments/invoices.
• Communicate with vendors to retrieve necessary information for the Office of Financial Management (OFM) for payment.
• Take inventory and order common office supplies.
• Order all supplies, electronics, and other resources for HRD personnel.

Benefits

• Flexible schedules
• Telework options for most positions
• Infants at Work Program
• Continuous growth and development opportunities
• Opportunities to serve your community and make an impact through meaningful work
• Employment opportunities that recognize military veterans and/or military spouse
• Qualification for the Public Loan Forgiveness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED