Office Assistant (OA3) - Facilities Team

State of Washington•Thurston County – Tumwater, WA

7d•Onsite

About The Position

The Office Assistant works on the Department of Retirement Systems’ Facilities Team, supporting smooth daily agency operations through mail processing, supply-room inventory, deliveries, event setup, and participation on the Emergency Response Team. The position works 40 hours per week, Monday through Friday, with a 7:00 or 7:30 a.m. start time. It is fully onsite at the DRS office building in Tumwater, Washington, with no telework option. The role includes daily trips to the United States Postal Service facility to pick up morning mail; receiving, screening, processing, and routing incoming mail; processing negotiables and delivering cash receipts to the Fiscal cash room; and sorting outgoing mail. The Office Assistant also maintains supply and envelope stock, reorders supplies as needed, delivers copy paper and other printed materials or boxes (some weighing up to 50 pounds, using appropriate equipment), and sets up and takes down agency events, meetings, and special functions. DRS administers public retirement systems and plans and serves current and former public employees in Washington. The department describes its workplace as diverse and inclusive, with a focus on teamwork, service, coaching, and supporting employees. The position is represented by the Washington Federation of State Employees (WFSE).

Requirements

Professional, volunteer, or lived experience performing work related to the position’s duties; this is typically gained through up to two years of full-time experience in general clerical, supply, mail-processing, or other relevant duties. Experience may be concurrent.
Ability to lift up to 50 pounds using appropriate equipment and tools.
Valid Washington State driver’s license.
Proficiency with Microsoft Outlook, Word, and Excel, preferably version 2016 or newer.
Ability to organize multiple assignments and produce accurate, thorough, timely work using documented procedures and basic logic.
Accountability for work responsibilities, decisions, actions, and behavior, with an understanding of how the role contributes to organizational goals.
Attention to detail, including following procedures, monitoring work quality, and checking work for accuracy and consistency.
Dependability, including punctuality, reliable attendance, and fulfilling commitments to customers, peers, and team members.
Effective written and spoken communication adapted to the audience and topic.
Ability to coordinate work, activities, services, and schedules, keep interested parties informed, and serve as a reliable source of information.
Independence and self-management, including initiative, motivation, focus, and delivering on commitments.
Willingness to learn, improve, adapt to feedback and change, and apply new knowledge to systems, tools, and processes.
Ability to respond empathetically and flexibly to the needs of customers, colleagues, and community members, and collaborate respectfully toward equitable service outcomes.

Responsibilities

Drive to and from the United States Postal Service facility each day to pick up morning mail.
Receive, open, screen, review, date stamp, and route incoming U.S. mail, interagency mail, and private-carrier mail according to established procedures.
Process incoming negotiables according to agency policy and deliver incoming cash receipts to the Fiscal cash room.
Sort outgoing mail for pickup and processing, and advise and assist team members with mail procedures and deadlines.
Maintain stock levels in the agency supply room and reorder general office supplies as needed.
Deliver copy paper boxes weighing up to 50 pounds to printer locations throughout the building using appropriate equipment.
Monitor agency envelope usage and ensure adequate stock for upcoming mailings.
Pick up and deliver printed materials and boxes, some weighing up to 50 pounds, using appropriate equipment.
Set up and take down agency events, meetings, and special functions.
Participate as a member of the agency’s Emergency Response Team.