Administrative Assistant 4

State of Washington • Thurston County – Olympia, WA

4d • Onsite

About The Position

The Washington State Patrol (WSP) is seeking an Administrative Assistant 4 (AA4) to join the Communications Division. This role serves as the principal administrative assistant to the Division Commander and Assistant Commander, and also provides administrative support to the Division Headquarters staff, seven Communications Center Station Managers, and the Training Team Manager. The AA4 will exercise independent judgment to accomplish tasks and solve problems, support the WSP Mission and Communications Division goals, monitor deadlines, maintain SOP manuals and other documents, coordinate division headquarters calendars, make travel arrangements, maintain a master filing system, review and reconcile expenditure reports, order and track supplies and equipment, possess knowledge of WSP databases, screen and distribute mail, and function as the Records Retention Coordinator for Communications Division Headquarters. The ideal candidate will be able to provide administrative and secretarial support, coordinate office operations, maintain calendars, screen calls and visitors, manage Division vehicle files, and serve as a liaison with ITD for database access. This position also coordinates and monitors assigned parking and orders supplies and equipment for the entire Communications Division.

Requirements

• High School diploma or GED equivalent.
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Three years of experience using Microsoft Office Suite, including Word, Excel, Publisher, PowerPoint and Microsoft Teams.

Nice To Haves

• Lived experience, volunteer positions, or a combination of experience and education could demonstrate ability to perform duties.

Responsibilities

• Acts as the principal administrative assistant to the Commander and Assistant Commander.
• Provides administrative support to the Division Headquarters staff and seven Communications Center Station Managers and the Training Team Manager.
• Exercises independent judgment to accomplish tasks and solve problems within the position’s scope of authority.
• Supports the Mission of the WSP and the Communication Division goals, objectives, and values.
• Monitors deadlines to ensure all tasks are completed accurately and on time.
• Ensures AA4 SOP manual(s) is up to date and all other documents that need to remain current.
• Maintains, updates, and coordinates division headquarters calendars/schedules.
• Makes travel arrangements in or out of state for all employees in the Division as requested.
• Maintains a master filing system for all correspondence, documents, contracts, invoices, etc.
• Reviews and reconciles expenditure reports and submits vouchers for the Division to ensure timely payments.
• Orders, tracks and maintains supplies and equipment.
• Has a working knowledge of all the data bases used within WSP (TEMS, TARS, Remedy, etc.).
• Screens, prioritizes and distributes mail.
• Functions as the Records Retention Coordinator for Communications Division Headquarters.
• Provides secretarial support to the Division Commander and Assistant Commander.
• Coordinates office operations.
• Maintains Commander's calendar.
• Screens calls and visitors.
• Maintains Division vehicle files and ensures each vehicle is meeting vehicle maintenance requirements.
• Maintains files and performs as the Records Retention Coordinator for the Division in compliance with record retention requirements.
• Coordinates with other agency staff members on administrative practices and procedures.
• Serves as liaison with ITD to authorize access to databases, emails, etc.
• Coordinates and monitors the assigned parking for the Helen Sommers Building (HSB).
• Orders supplies and equipment on behalf of the entire Communications Division, to include but not limited to: office supplies, headsets, radio technology equipment, computer equipment, furniture (chairs, cabinets, etc.).

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 per Governor Executive Order 19-01
• Qualification for the Public Loan Forgiveness Program

What This Job Offers

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