Administrative Assistant - Administrative Assistant 3 - Permanent

What to Expect

Among the varied range of responsibilities held within this role theAdministrative Assistant will

Produce Specifications for Construction Contract Documents:

• Assist project managers with the production of specifications for CAMP projects.
• Organize and post specifications addendums general correspondence construction drawings walkthrough attendance meeting minutes bidder Q&As and bid results online.
• Schedule and coordinate bid openings and production of bid opening documents for the Contracts Specialists in a timely manner.
• Track CAMP Bids email inbox for requested specification documents drawings or clarification.

Provide Program Support:

• Assist CAMP Administrative Supervisor with higher level administrative needs upon request.
• Maintain staff schedules by scheduling canceling and coordinating meetings along with travel arrangements vehicles and conference room calendars.
• Assist with accepting rerouting sorting mail and preparing mailings as necessary.
• Monitor and complete daily tasks showing in Smartsheet Pending Tasks dashboard.
• Prepare and format correspondence.
• Prepare surplus approval documents and coordinate pick up of surplus items.
• Assist with front desk reception ensuring full coverage at all times answering and routing phone calls and directing WDFW customers to proper resources.

Manage Records:

• Ensure that records in the vault are scanned electronically filed and sent to the Records Center on a regular basis.
• Maintain records management inventory for sending and retrieving boxes from the Records Center or State Archives.

Working Conditions:

Work Setting including hazards:Work is generally performed in an office setting requiring extensive computer and phone use.

Schedule:Typically Monday Friday 8:00 A.M. 5:00 P.M. with a onehour lunch. Telework may be considered with supervisor approval. Work hours may vary depending on the job needs. Working more than 40 hours in a week may be required on short notice.

Customer Interactions:Interact with the public vendors and customer programs.

Qualifications:

Required Qualifications:

Graduation from high school or GED AND three 3 years of progressively responsible experience in office/clerical secretarial bookkeeping accounting or general administrative work.

Please note: Formal education may substitute yearforyear for experience.

Experience:

• With Microsoft Office Suite products (such as Word Excel Outlook Access PowerPoint and SharePoint).
• With Adobe products including Acrobat Pro.
• Using professional phone etiquette while answering multiline telephones taking messages transferring calls and assisting others.

• With basic administrative procedures office practices correspondence preparation and management procedures and practices.

• Writing clearly and effectively following standardized rules of language regarding spelling punctuation grammar word usage sentence structure and composition to prepare coherent and meaningful reports.
• Completing high volumes of work with varying deadlines and tasks reprioritizing as needed.

Competencies:

• Ability to work cooperatively with other team members and the general public demonstrating tact and skill in dealing with others while maintaining confidentiality as appropriate.
• Ability to type 50 words per minute (WPM) using a computer keyboard.
• Demonstrated willingness to seek guidance or clarification when needed to ensure accuracy efficiency and alignment with team goals.

Certifications/Licenses:

Valid Drivers License.

Special Requirements/Conditions of Employment:

Successful completion of agency training and/or certification per supervisory direction position need and training availability.

Preferred Qualifications:

In addition to the required qualifications our ideal applicant will possess some or all the following:

• An Associates degree or higher in business administration public administration or closely allied field.
• One 1 year of experience in bid coordination.
• Professional experience with state or government formatting procedures and guidelines for competitive bidding contracts and procurement documents.

Your application should include the following:

• A completed online application showcasing how your qualifications align with the job requirements.
• An uptodate resume.
• A cover letter detailing your interest in the position your relevant skills and experience and why you are the ideal candidate.
• At least three professional references with current contact information.