OFBE Administrative Assistant 2 (AA2)

Responsibilities:
Accounts Receivable and Cash Receipting

• Process all payments received at the NRB. This includes identifying all incoming mail that may contain a payment to DNR opening verifying and endorsing all payments received. Recording in NaturE all funds received in Olympia from customers paying with check or equivalent cash journal voucher EFT etc. Closing out the daily receivables journal by reconciling the system log with actual financial documents.
• Create Sales Orders for new Receivables in NaturE.
• Receive remittances in the mail and make a copy give to AR for further processing instructions. Receive warrant mail and give AR their warrants for further processing unless the warrant is ready to be mailed. Such as putting a warrant in a prepared envelope or preparing envelopes to get mailed out (seal envelope pink slip etc.)

• Retrieve and print accounts payable (A/P) vendor remittance advices and warrant register reports from email.
• Compare warrant EFT Wire transfer and IAP information with A/P payment documents. Document and report any discrepancies to the AP FA1 for further research or resolution.
• Make Copies of any documentation in the payment batch if required according to Pink slip instructions along with a copy of the remittance advice for that vendor. These will be used for mailing once the warrant is received later in the day.
• File all payment batches and support documentation according to the established Finance methods.
• Upon receipt of warrants in afternoon mail warrants with any back up documentation.
• File all journal vouchers and supporting documentation according to established Finance methods.
• Backup up AP data entry as needed.

• Has delegated authority to coordinate and schedule OFBE events such as all-staff meetings agency in-person and online trainings financial update meetings with DNR Executive Leadership and peer-to-peer connection meetings with the Financial leadership of partner agencies.
• Perform administrative support for OFBE by assignment independent research prepare analyze and assemble data for special projects. Establish and follow administrative policies procedures and methods for the Chief Financial Officer Budget Director Lead Economist Finance Manager and Deputy Finance Manager and assist office staff to ensure work assignments are accurate and timely.
• Keep the Finance Manager informed of significant and important items requiring review and action call attention to deadlines and goals and follow through to ensure deadlines and customer service needs are met.
• Serves as the point of contact for OFBE ensuring high-quality customer service to internal and external stakeholders and customers.

• Following the Documents Request Instructions: Pull all A/P documents as requested by DNR Departments Regions or OFBE Staff log a copy of the request list the person who received the original documents and the requesters signature acknowledging they received the documents. Coordinate with the requester on documents to be scanned or copied; once complete check the documents back in and refile.
• Assist AA4 with archiving Finance documents according to the records retention schedule. Pull records requests as needed.

• Receive sort and distribute all DNR mail that passes through the Natural Resource Building including all FedEx and UPS deliveries received. Prepare all outgoing mail for the next pickup.
• Understand United States Postal Service (USPS) and Consolidated Mail Services (CMS) requirements regulations and procedures for accurately processing agency outgoing mail and review outgoing mail for appropriate and properly completed mailing instructions. Maintain mail center supplies and prepare bulk mailing envelopes for outlying offices.
• Report CMS issues to AA4 for resolution.
• Other duties as assigned or delegated.

Required Qualifications:
You must meet all the Required Qualifications and Competencies to be considered for this position. There are multiple pathways to meet qualifications such as education volunteer work life skills and experience. It is important that you clearly communicate in your application material that your skills align with the position and qualifications.

• Two years of experience providing customer service clerical or administrative support.
• Experience handling and organizing multiple assignments competing priorities and urgent or stressful situations in a fast-paced work environment while producing accurate and timely work products.
• Familiar with the use of standard software suites such as Microsoft Office or Microsoft 365 (including Outlook Word Excel Teams and PowerPoint.

• 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.
• DNR Core Competencies:
  • Personal Accountability
  • Value Others
  • Compassionate Communication
  • Inspire Others
  • Commitment to Excellence

• This position works in an office environment and requires maneuvering up to 25 lbs.
• There will be little travel required but it could occasionally be necessary for in-person trainings or accompanying OFBE leadership to meetings or events.

• Experience utilizing Teams for setting up and participating in meetings and trainings and using Teams Calling for making and taking calls.
• Experience with multi-function printing devices.
• Basic fiscal accounting and budgeting experience.
• Experience with United States Postal Service (USPS) processes and standards parcel delivery services (FedEx UPS etc.)

Application Requirements:Failure to provide the listed documents may result in disqualification. If you have questions or difficulty attaching these documents please contact .

• Online Application: Apply at (Click on the APPLY button above). You must complete the entire online application to be considered for the position.
• Cover Letter:Your cover letter should be tailored to this job posting. Be sure to highlight your qualifications for this role directly address the requirements of the position and explain why youre the best candidate for the job.
• Resume:Your resume should consist of your work history education volunteer work life skills experience and any other relevant information associated with the position.
• References:References are optional at the time your application is submitted. Finalists will be asked to provide a list of at least three (3) professional references to include a current or most recent supervisor along with telephone numbers.
• Complete All Supplemental Questions:Answers to these questions will be used to evaluate candidates. Please provide comprehensive answers to all questions requiring a text response.
• Important:Do not attach any documents that include photos or private information (Social Security Number year of birth etc.).
• Email Communication:Candidates who move forward in the recruitment process may be contacted via email at with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive these communications.

• Safety and Well-Being Our top priority is the safety of the public and our employees.
• Public Service We value and respect the public we serve and we value and respect the people of the Department of Natural Resources who step up to serve.
• Innovation and Creative Problem-Solving We solve our states most pressing challenges through innovative thinking dedication and bold and creative vision.
• Leadership and Teamwork We are committed to building leaders at all levels and building teams for success.

• Commitment to organizational health and wellness
• Work/life balance
• DNR Employee Resource Groups (Diversity Equity and Inclusion Council Womens Employee Resource Group Veterans Employee Resource Group etc.)
• Statewide Employee Business Resource Groups visit here to learn more
• 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
• A comprehensive benefits package includes employer contributions toward health insurance paid holidays retirement plans sick leave and vacation days. Visit for more information.