Office Manager - Lakewood

State of Washington•Pierce County – Lakewood, WA

4d•Onsite

About The Position

Our vision is to ensure that “Washington State’s children and youth grow up safe and healthy— thriving physically, emotionally, and educationally, nurtured by family and community." This position is responsible for the overall day-to-day facility management duties under the Lakewood DCYF Area Administrator, consisting of 65-plus staff and an additional 20 employees from UW Alliance, State, and Regional Programs. This scope of work includes supervising office clerical support staff, managing expense reports and forecasts, security systems monitoring, employee ID badges and daily updating, designing office space layouts, and records management. This position acts as the facility coordinator for the office/building, serving as liaison with the landlord, security contractors, building vendors, and others regarding facility maintenance in the Lakewood office. This position applies specialized knowledge and independent judgment in resolving technical problems within established guidelines. This position provides direct support to managers, coordinates/completes the preparation of documents, and participates in budget/expenditure control, equipment/supplies purchases, and report preparation.

Requirements

Equivalent education and experience totaling five (5) years.
One year must include supervisory experience involving responsibility for planning, organizing, and coordinating work in a business office.
OR Bachelor's degree involving major study in business administration or a closely allied field AND one year of supervisory experience involving responsibility for planning, organizing, and coordinating work in a business office.
OR One year of experience in State service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3.
OR Two years in State service as an Administrative Assistant 1 or Human Resources Assistant 1.
This position requires a minimum of at least two years of driving experience and a valid driver’s license.

Nice To Haves

Knowledge of office organization, methods, management principles, inventory control, records management, and supervisory techniques.
Ability to plan, organize, supervise central office services, assign, review, and coordinate work production.
Ability to develop procedures for the most effective utilization of space, equipment, and personnel.
Previously demonstrated experience operating a computer, keyboarding, and utilizing Microsoft Office products.
Previously demonstrated experience drafting, editing, and sending electronic correspondence.
Previously demonstrated experience researching and navigating internet browsers.
Previously demonstrated experience editing, proofreading, and drafting memos and written documents.
Previously demonstrated experience prioritizing multiple assignments in an office environment.
Previously demonstrated ability to effectively communicate with management, peers, clients, and the public.
Previously demonstrated ability to work effectively in a diverse and fast-paced environment.
Previously demonstrated ability to process high levels of customer service skills.
Previously demonstrated ability to operate vehicles for maintenance/repair transport.
Previously demonstrated ability to handle inquiries and complaints promptly and professionally.
Previously demonstrated ability to maintain confidentiality in all aspects of the job.

Responsibilities

Facilities Coordination
Office Management
Fiscal/Purchasing
Supervision
Support to Area Administrator
Acts as the direct liaison with building managers, vendors, contractors, regional business center, and agencies regarding office maintenance.
Coordinates the completeness of work requests and acquires resources needed to accomplish changes in workstations.
Coordinates with OSSD and DCYF Regional Business Center to order and dispose of equipment, furniture, and supplies.
Evaluates business and staff needs to determine requirements for remodeling jobs.
Acts as vehicle coordinator, working with regional and headquarters staff regarding mileage, tracking, accident reporting, and maintenance scheduling for state vehicles.
Monitors state vehicles, coordinates routine maintenance, schedules vehicles, and maintains mileage logs.
Oversees control system of all keys being issued/returned, issues and maintains control of proximity cards to building occupants.
Ensures the fire security alarm system and building security system are maintained.
Plans and implements lease renewal process and establishes fiscal plans.
Coordinates the annual completion of office risk self-assessments.
Monitors budget status for FTE’s and discretionary expenditures.
Prepares office actuals and forecasts for administrator use in budget planning cycles.
Serves as a liaison with landlords, contractors, vendors, and others regarding facilities maintenance.
Conducts training, assigns and schedules work, and acts on leave requests.
Participates in staff evaluations and assignment of staff duties.
Establishes office procedures, standards, priorities, and deadlines.
Performs complex secretarial duties such as ordering supplies, processing mail, performing reception duties, maintaining a central filing system, faxes, photocopying, and processing disclosure requests.
Provides support and coaching regarding interaction with clients.
Coordinates, reviews, and ensures adequate reception coverage, and provides clear and consistent direction and training.
Supervises clerical staff and provides support to the social services staff.
Coordinates the agency's concrete goods.
Inventory control and processes orders.
Provides direct technical and administrative support to the Area Administrator.