Office Support Supervisor 1

State of Washington•Cowlitz County - Castle Rock, WA

4d•Onsite

About The Position

The Department of Natural Resources (DNR) has an exciting opportunity within our Pacific Cascade Region as an Office Support Supervisor 1. Join our reception team assisting with and overseeing the delivery of excellent customer service to the hard-working employees of the Pacific Cascade Region and the amazing communities of Southwest Washington in which we serve! The Pacific Cascade Region spans from the beautiful Pacific Ocean to the foothills of the Cascade Mountain Range, south to the Columbia River and north to Lewis County and parts of Grays Harbor County. With 3.5 million acres of state and private forest land, 33 recreation sites, and numerous natural preservation and conservation areas within our region boundaries, we are looking for an individual who is accountable, able to multitask, and has developed professional oral and written communication skills. Along with excellent interpersonal and organizational skills, we are looking for a self-starter who has professional competency in office computer programs and office processes; and possesses strong leadership skills and has a desire to supervise, mentor, and help others develop and thrive. The Office Support Supervisor plays a key role within our reception team by maintaining an inclusive and respectful working environment while working with internal employees, external customers, private industries, tribes, and partner agencies to ensure administrative support is provided, correct information is communicated professionally, and inquiries (both in-person and over the phone) are directed to the correct programs within the Department. This position is responsible for supervising, mentoring, and leading the reception unit, including direct supervision of two Office Assistant 3 receptionists. DNR’s mission is to manage, sustain, and protect the health and productivity of Washington’s lands and waters to meet the needs of present and future generations. This position supports that mission by performing office management functions, providing excellent customer service through front desk and reception support duties, and a multitude of support functions for Pacific Cascade Region employees.

Requirements

Three years of clerical experience with an emphasis in customer service; OR an equivalent combination of education and/or experience.
Experience performing the functions of a Lead Worker.
Professional competency gained through progressive experience using computer programs such as: Microsoft Outlook, Word, and Excel.
Experience applying Accounts Receivable principles.
Accustomed to multitasking and working in a fast-paced environment.
Accustomed to providing excellent customer service.
Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
Perform assigned duties in a manner consistent with applicable laws, regulations, and public records retention, and requests are followed.
Personal Accountability
Value Others
Compassionate Communication
Inspire Others
Commitment to Excellence

Nice To Haves

Advanced experience level of computer applications (such as Microsoft Office and email).
SharePoint Administrator experience.
Two years of supervisory experience.
One year of government office work experience, including experience with HRMS State Payroll System, AFRS, FES and/or NaturE.
Two years of experience working within the boundaries of a Collective Bargaining Agreement.

Responsibilities

Supervise the Front Desk Office Support staff, including: recruitment, hiring, training, coaching, and mentoring.
Assign and prioritize work.
Develop work schedules to provide continuous daily coverage of the front desk and act as a backup receptionist when needed.
Manage and oversee correspondence for the region, including: receiving and responding to public inquiries via email; processing and routing mail to the appropriate staff; ensuring communication standards and response timelines are met.
Maintain the Pacific Cascade Region SharePoint Site and keep phones and contact lists updated.
Provides excellent customer service to internal and external employees, partner agencies, and the public.
Serves as administrative support to Pacific Cascade Region staff and maintains familiarity with the various programs as well as operational manuals and standard operating practices within the DNR and Pacific Cascade Region.
Educates other staff on agency and Pacific Cascade Region rules, policies, and procedures, and provides recommendations for improved efficiency as appropriate.
Make travel arrangements for Pacific Cascade Region staff utilizing State Procurement Contracts and ensuring compliance with SAAM and Agency travel policies.
Educate staff on travel policies and procedures.
Responsible for efficient procurement and tracking of PC Region office supplies and other office-related orders.
Act as the Record Retention Coordinator for the Pacific Cascade Region, including: establishing and maintaining complex filing systems; educating and assisting other programs and staff to evaluate, understand, and follow agency and state record retention requirements; and responsible for scheduling and managing the destruction of region records following established retention requirements.
Assist with Inventory and Equipment Management, including: responsible for receiving, reviewing, and entering mileage equipment reports for all vehicles within the Pacific Cascade Region; reviewing data entry of OA3s; solving issues; and providing training to region staff on mileage reporting requirements.
Helps track assigned equipment and completes yearly equipment inventory reconciliations.
Participates in the onboarding and welcoming of new staff to the region.

Benefits

Relocation Compensation may be available and considered
Commitment to organizational health and wellness
Work/life balance
DNR Employee Resource Groups (Diversity, Equity and Inclusion Council, Women’s Employee Resource Group, Veterans Employee Resource Group, etc.)
Statewide Employee Business Resource Groups
Leadership that empowers and supports employees
Professional development opportunities
Educational and career development aid
Public Service Loan Forgiveness Eligibility
Opportunities to participate in wildland fire suppression assignments
Employer contributions toward health insurance
Paid holidays
Retirement plans
Sick leave
Vacation days