Administrative Assistant 3

State of Washington • Thurston County – Olympia, WA

23h • Onsite

About The Position

The Washington State Department of Agriculture (WSDA) is seeking an Administrative Assistant 3 for the Farm & Food Systems Development (FFSD) division in Olympia, Washington. The FFSD division focuses on strengthening food systems and the economic viability of Washington agriculture, supporting consumers, farmers, and food businesses. The Administrative Team provides comprehensive support to ensure smooth daily operations and effective coordination across the division's four programs: Food Assistance, Regional Markets, International Marketing, and the Specialty Crop Block Grant Program. This role also supports the FFSD Assistant Director and Division Coordinator with tasks such as timekeeping, payroll, travel coordination, and procurement. The position is full-time, non-represented, with a starting salary range of $47,100 to $61,644 annually.

Requirements

• Four (4) years of progressively responsible experience in office/clerical, administrative work.
• Experience with Microsoft Office Suite.
• Experience coordinating travel and procurement activities in compliance with state, federal, and agency policies.
• Skills in managing timekeeping processes.
• Ability to create and maintain web-based content that adheres to ADA standards.

Nice To Haves

• Skills in conducting research on a specific work assignment.

Responsibilities

• Provide administrative support to the Farm & Food Systems Development Division, Division Coordinator, and FFSD Programs.
• Keep supervisor apprised of urgent, confidential, and/or time-sensitive situations.
• Perform complex work processing tasks including mail/merge, sorting, integrating text with graphics, and database work.
• Maintain and track office supplies and inventory.
• Maintain the FFSD division and program calendar.
• Contribute to efficient division operations, attend administrative staff meetings, and assist across the division as needed.
• Organize and prioritize projects to ensure accuracy and timeliness.
• Provide division staff and programs with administrative support on various projects.
• Compose correspondence to internal staff and vendors.
• Coordinate with division staff on administrative best practices.
• Act as timekeeper in PISCES; track employee leave, generate timesheets for payroll submissions, and assist staff with timekeeping questions.
• Compile and distribute payroll, position data, leave balance, and other reports.
• Meet with supervisor regularly to plan and prioritize workload, tasks, and schedules.
• Assist in maintaining division storage and surplus space in the agency mailroom.
• Process and send division mail as needed.
• Provide fiscal, travel, contract, grant, and budget support.
• Review, verify, and approve cost spreadsheets for motorpool, cell phone invoices, PC leases, and others, sending adjustments or updates to Financial Services.
• Compile and distribute financial reports to programs.
• Develop, evaluate, and conduct purchasing for division equipment and supplies.
• Assist with processing division freeze tracker requests and reviews for completeness.
• Prepare, track, process, and submit division purchase requests.
• Prepare and process invoices received from division programs and acquires necessary documentation.
• Process invoices for international wire transfer payments.
• Monitor and track program budget and provide expenditure estimates.
• Audit and process travel vouchers using the TEMS system.
• Assist division staff with making travel arrangements including booking flights and rental car reservations.
• Register employees for conferences and trainings.
• Complete and track documentation for travel including over limit lodging requests, out of state and out of country travel authorizations, air travel requests, and meals with meeting requests.
• Coordinate and process requests within WSDA’s automated Supply & Equipment (S&E) system.
• Apply and enforce WSDA’s procurement policies and procedures for all purchasing actions and provide input on policy updates.
• Utilize knowledge of agency signature (expenditure authority) policy, authorized order approvers and proxies when processing purchase requests.
• Assist programs with grant invoices and submits to Financial Services for payment.
• Update internal and external webpages.
• Review and verify materials for agency standards and ADA compliance.
• Compose official division and program correspondence in accordance with agency brand standards.
• Schedule and attend division and program meetings; record meeting minutes, compile and distribute notes.
• Prepare meeting documents for attendees.
• Schedule and reserve internal and external meeting and conference locations.
• Assist with virtual meeting set up and support.
• Maintain division and program records and ensure files and records are retained and organized.
• Provide support to division coordinator and programs for public records requests.
• Conduct and ensure compliance of paper and electronic record retention.
• Perform scan and toss projects for the division.

Benefits

• Flexible work schedules
• Teleworking
• Dependent Care Assistance
• Flexible Spending Accounts
• Public Service Loan Forgiveness
• Tuition Waiver
• Deferred Compensation
• Employee Recognition Leave
• 12 paid Holidays
• Vacation and Leave Accruals
• All Personal Protective Equipment (PPE) required will be provided by the agency.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed