Administrative Assistant

State of Washington•Thurston County – Olympia, WA

12d•Onsite

About The Position

The Washington State Department of Agriculture (WSDA) is seeking an Administrative Assistant for the Plant Protection Division's Weights and Measures Program. This program protects agriculture, the environment, and consumers by managing pests, supporting pollinator and soil health, and ensuring accurate weights and measures in commercial transactions. The Administrative Assistant will provide crucial administrative and operational support, including processing timekeeping, monitoring budgets, managing program purchasing, acting as the travel liaison, compiling inspection reports, and ensuring database accuracy for licensed businesses and commercial devices. This is a full-time, permanent position located in Olympia, Washington.

Requirements

High school diploma or equivalent.
Two (2) years of clerical, office or administrative experience.
One (1) year of experience as an Administrative Assistant 1.

Nice To Haves

Proficient in creating and formatting excel spreadsheets, managing and comparing data sets using basic and advanced formulas, creating and editing pivot tables, creating reports, creating charts and graphs, sorting and filtering data to display desired information.

Responsibilities

Conduct purchasing of goods and services to support program operations.
Create and submit purchase orders for goods and services and submit for payment to fiscal accounts payable or Division Coordinator for credit card payment.
Create and submit purchase approval requests to fiscal accounts payable using Agency Gremlin software system.
Create and submit additional required documentation to fiscal accounts payable as required by agency policy or procedure.
Review and approve monthly recurring program expenditures including but not limited to: PC leases, mobile phone bills, fleet vehicle mileage and fuel expenses, and others as required.
Track purchase requests with fiscal accounts payable and reconcile monthly with DES expenditure reports.
Create and submit routine operational reports to program and division leadership.
Query program software such as PISCES to download excel spreadsheets and create regular reports on the percentage of businesses and devices inspected by county and region.
Create other operational reports as required by program manager.
Perform data validation and reconciliation to ensure report accuracy.
Act as program timekeeper for all inspectors, field supervisors, metrology lab staff, administrative staff and program managers.
Complete employee timekeeping for program staff.
Submit biweekly timesheets for all staff to payroll in a timely manner.
Complete holiday pay processing for all program staff.
Serve as the program travel liaison for travel and reimbursement requests.
Review and approves program staff travel voucher submissions using the agency's Travel and Expense Management System (TEMS), and forwards to appropriate person for final review or travel desk for payment.
Provide expert guidance to program staff on agency travel policies and regulations.
Arrange flights and rental cars for program staff with Central Booking Services for out-of-state travel requests.

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.