Administrative Assistant 4 - Finance Division

State of Washington•Lakewood, WA

33d•Hybrid

About The Position

The Washington Military Department (WMD) is seeking an organized, proactive, critical thinking, creative, positive, and motivated professional to join the Finance Division. Reporting to the Finance Director, this position serves as the confidential executive assistant to the Finance Director and provides direct administrative support to Finance Division staff, the Intergovernmental Affairs and Policy Division (IGAP), and the WMD Chief of Staff. Additionally, this position is responsible to oversee the department's mail management program and supervises the Mail Processing Manager. This is a civilian position and does not require military service affiliation. About the Washington Military Department Protecting people is our passion. At the Washington Military Department, we combine our unique talents to create safer communities and ensure our neighbors and loved ones can recover from whatever emergency might arise. Our agency unites civilian employees with members of the Washington National Guard, creating a team that is deeply committed to public service. We go home at night knowing that our day-to-day work supports activities that truly make a difference. Whether that's partnering with our communities to prepare for a disaster, leading an emergency response, hiring top-notch talent or supporting at-risk kids at our Washington Youth ChalleNGe Academy - the Washington Military Department seeks to safeguard our way of life and those that call Washington home. To learn more about the Washington Military Department, please visit: www.mil.wa.gov In addition to job fulfillment, the Washington Military Department offers an excellent benefits package which includes exceptional health care coverage, a retirement savings plan and job training opportunities.

Requirements

High School Graduation or GED, and
Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work., and
One year of lead and/or supervisory experience.
College level education in business or related field may substitute for the experience requirement on a one year of experience is equivalent to two years of education.

Nice To Haves

Bachelor's degree.
Current Public Notary.
Coordinate office operations, establish office procedures, review information; maintain office supply inventory; and manage records.
Prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
Organize and prioritize work, devoting adequate time and attention to individual tasks. Transitions easily between tasks, responding quickly and efficiently to work requests.
Provide excellent customer service to vendors, project staff, local jurisdictions, and other customers as needed.
Ability to take action to meet the needs of others.
Ability to take action to learn and grow.
Use Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, SharePoint) to develop documents in support of program requirements.
State Financial Systems - Familiarity with the State of Washington accounting/budget systems, such as Enterprise Reporting, Fiscal Note System, Agency Budget System, Capital Asset Management System, etc.

Responsibilities

Provide administrative support to the Finance Director and units within the Finance Division, as well as the Intergovernmental Affairs and Policy (IGAP) Division and the WMD Chief of Staff in support of state initiatives.
Build and maintain the Finance Division's SharePoint pages and information management resources.
Purchase goods and services on behalf of the Finance Division and other units within the agency.
Serve as asset custodian for the Finance Division, coordinating inventory verification periodically and backing up the Inventory Control Officer as necessary.
Oversee and coordinate the retention, management, and disposition of Finance Division records as the division records coordinator.
Supervise the Mail Processing Manager and oversees the agency's mail management program.

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