WDVA Office Assistant 3, Full-Time Permanent, Cemetery

State of Washington•Spokane County - Medical Lake, WA

7d•Onsite

About The Position

This position supports WDVA's mission of "Serving Those Who Served" by honoring Veterans with a final resting place and lasting tributes that commemorate their service to our nation, by serving all Veterans and their families with the utmost dignity, respect and compassion. Under the direction of Administrative Assistant 5 and the Director, this position supports cemetery operations and is responsible for providing general office assistant services and administrative support. The Office Assistant 3 works directly with the public, funeral directors, military, staff and volunteers in an administrative capacity to greet the public, assist with interment and eligibility questions, schedule services and handle miscellaneous requests for assistance. This work has a direct impact on our customers' decisions as to whether they select our facility as the final resting place for our veterans and family.

Requirements

Must be a high school graduate or have a GED AND Two (2) years of clerical experience
Must be able to read, write, speak and understand English to facilitate effective performance of job duties. This includes sufficient written and verbal communication in English, to facilitate effective performance of essential functions.
A combination of education and experience may be considered on a year-for-year basis. Experience must be relevant to the position.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
Must be able to pass a DSHS BCCU Background Check prior to beginning services and every two (2) years in accordance with WDVA Policy 615.000 Background Checks.
Must be able to lift up to 60 lbs. and be capable of reaching a minimum of 36" using proper technique to stock shelves and access supplies.
Employee must also be able to push or pull with sufficient strength and walk, sit, and bend in an unrestricted manner during the entire workday.
Must maintain regular and reliable attendance and be willing to work as needed.
Must successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service, and other required training.
Must become familiar and comply with all DVA policies and procedures and Collective Bargaining Agreements as applicable.
Must sign the confidentiality statement for all employees.
Positions requiring travel must have a valid unrestricted driver's license and must be insured if driving a privately owned vehicle on state business.
Candidates who are offered a job with WDVA must possess work authorization which does not require sponsorship by the employer for a visa now or in the future.

Nice To Haves

Two years of proven professional customer service skills.
Ability to work effectively in a team-oriented working environment, excellent courtesy via phone or in person
Two years of clerical experience requiring keyboarding and typing; ability to type 45 WPM.
Ability to perform complex clerical duties such as independent planning, organizing and prioritizing work, compiling data and reports, complete assignments and meeting deadlines.
Ability to interact with coworkers and the community appropriately and professionally.
Knowledge of and experience with state government organization and administrative practices and procedures.
Intermediate professional experience and ability to work proficiently in Microsoft Office: Word, Excel, Outlook, Teams, Able to handle multiple tasks and switch between tasks quickly.
Ability to prioritize workload and activities and follow through on assigned tasks to ensure quality of work and completion in a timely manner.
Ability to maintain high level of confidentiality as established in policies and procedures.
Effective (clear and courteous) communication skills, including written.
Ability to independently compose, proof and edit correspondence.
Ability to respond to correspondence using correct grammar, sentence structure, spelling and punctuation.
Self-starter and independent worker.
Critical thinking, problem solving and attention to detail are essential skills.
Ability to work with emotionally upset or grieving clients.

Responsibilities

Serve as a primary contact for the Washington State Veterans Cemetery Medical Lake. Tasks include but are not limited to greeting and assisting the Public, answering questions, directing customers with specific inquiries to the appropriate facility contact.
Answer and screen phone calls, assisting callers with routine questions referring calls to the appropriate staff or agency as necessary and conducting routine phone system maintenance.
Receive and process incoming and outgoing mail: prepare correspondence as needed.
Independently prioritize work while providing administrative and secretarial support to Administrative Assistants (Aas), Foreman and Director by managing day-to-day office responsibilities to include: Preparation of office meeting agendas and minutes, proofreading for accuracy and coordinating video conference calls.
Make and schedule appointments as required for the Director, AAs and Foreman.
Schedule and conduct tours.
Processes customer payments, logging financial transactions, prepares customer receipts and prepares deposits for accounting purposes according to agency and department policy.
Maintains Cemetery forms, media and publications to include applications, brochures and web content.
Performs complex word processing tasks such as merging and sorting, integrating text with graphics, maintains workload reports via spreadsheet and database files.
Maintains clean and professional office and administrative areas.
Performs closing procedures for office: secures case files, checks public areas for guests, locks doors and safes, turns off office equipment and lights.
Assists with inventory, order and receiving office supplies and equipment.
Estimates consumption rate and costs for routine office consumable items (paper, toner, cleaning, and restroom supplies).
Research state contracts. prepares and coordinates purchase authorization forms for approval and payment.
Maintains a neat and orderly supply room to include mailing supplies.
Submits requests for supplies and help as needed to avoid outages.
Attends and participates in professional meetings, stays abreast of new policies, procedures regarding state government or Veterans burials.
Follow safe practices when using supplies and equipment.