State of Washington Dept. of Fish and Wildlife invites applications for the position of: Office Manager
SALARY:
$2,855.00 – $3,726.00 Monthly
OPENING DATE: 10/08/14
CLOSING DATE: 10/26/14 05:00 PM
DESCRIPTION:
OFFICE MANAGER
THE DEPARTMENT
WDFW is dedicated to protecting native fish and wildlife, and providing sustainable fishing, hunting and wildlife viewing opportunities for millions of residents and visitors. Throughout the state, WDFW employees manage hundreds of fish and wildlife species, maintain nearly 1 million acres of public wildlife lands, provide opportunities for recreational and commercial fishing, wildlife viewing and hunting, protect and restore habitat, and enforce laws that protect fish and wildlife resources. Learn more about us at www.wdfw.wa.gov.
The Department of Fish and Wildlife is recruiting to fill a full-time, permanent Office Manager position located in the Technology and Financial Management Program, Licensing Division. The duty station is located in Olympia, Thurston County, WA.
The Licensing Division is the business agent for DFW relating to the sales, distribution, systems,
accounting, customer and retail dealer support and creation of sales channels to optimize agency revenue and compliance for the issuance of recreational and commercial licenses permits and other products and disability applications. Revenue projections for the 13-15 biennium exceed $100M through Internet/phone and 700 retail dealers and $1.1M from 6000 commercial licenses.
The Office Manager provides administrative support to the Licensing Division and coordinates with agency-wide programs (i.e., HR, IT, CAMP, etc.) as well as with partner agencies such as Department of Enterprise Services and the State Human Resources Division.
DUTIES:
Administrative & Office Support
 Maintains, organizes, inventories, and coordinates ordering of divisional supplies (i.e., general office supplies, toner, envelopes, etc.)
 Manages and oversees compliancy of paper and electric records by ensuring divisional activities support state policy and procedures regarding records retention and archiving practices.
 Serves as notary for certified records.
 Serves on various agency committees (i.e., ADA Accessibility group, regional manager meetings, safety team, combined fund drive, etc.) and ensures information is communicated to division staff.
 Provide application software assistance to staff; assist users in recovering from operator errors (such as unintentional deletions, accidental format changes, or incorrectly saved files).
 Manages all printer maintenance agreements and ensures timely and accurate technical support occurs with minimal operational impact. Documents and escalates vendor service issues.
Personal, Systems & Facilities Support
In support of Human Resource and Department of Personnel policies and procedures:
 Prepares and facilitates the completion of personnel action forms and paperwork for resignations, termination, new hires, promotions, and/or transfers.
 Manages Division Schedule and Reports on completion progress for division: annual evaluations, expectations and training plans;
 Serves as division safety coordinator, ensures staff are trained in accordance with state law; provides up to date staff rosters and safety information to division leadership.
 Assists leadership in preparing for Continuation of Operations Plan (COOP) drills, “dry runs” and recommends area of improvement.
 Serves as division training coordinator. Ensures staff complete required agency training, communicates with HR on status, issues, and compliancy results.
 Surfaces training concerns to division management (e.g., noncompliance and audit findings).
In support of Information Technology (IT)/Office of Chief Information Officer (OCIO) policies and procedures:
 Ensures timely ordering and setup of new IT equipment and system access is achieved for division staff.
 Serves as division point of contact and for all IT inventory and communicates upgrade or maintenance information out to divisional staff (e.g., SharePoint migrations, email changes or system patches).
 Creates service tickets and completes services order paperwork for computer errors or replacement/upgrade requests. Ensures status is communicated to staff and acceptable resolutions are achieved.
 Coordinates replacement and ordering activities of IT devices (e.g., laptops, mobile phones, printers, etc.)
 Ensures appropriate IT service levels are maintained and recommends improvements to management.
In support of facility, Department of Enterprise (DES) and CAMP policies and procedures:
 Serves as divisional point of contact for all facilities issues or service needs (e.g., moves, power outages, tenant issues, etc.).
 Develops cost estimates for equipment needs, space renovations, and projects.
 Evaluates costs and/or approves purchases for expenditures such as equipment, supplies, and furniture.
Division Management and Supervisor Support
In support of Division Manager:
 Drafts divisional and agency communications.
 Provides proofing and format control or assistance for external communications.
 Assembles information and prepares monthly reports for stakeholders.
 Serves as a liaison between management and other staff; relaying assignments and requesting status information.
 Organizes, sets agendas and prepares/disseminates outcome notes for divisional and management meetings.
In support of Division Supervisors:
 Assists in devising unit standards and procedures to ensure adherence of policies regarding tasks such as budgeting, purchasing, and contract administration, and other licensing service work.
 Provides ad-hoc secretarial and project coordination support to divisional supervisors.
 Compiles and reports monthly KPIs, highlights results and delivers data in chart and table formats that illustrate the condition of performance relative to KPI goals.
WORKING CONDITIONS:
The working environment is a busy office setting. Varying degrees of activity occur in the common areas during working hours; most tasks will involve sitting at a desk, conducting meetings and working at a computer. Incumbent must be able to work amid distraction.
This position works 8:00 am-5:00 pm, Monday-Friday, but may be required to work occasional weekends and evenings, depending on workload.
UNION NOTICE:
This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE),
which contains a “union security” provision. This means that, as a condition of employment, you must either join the union and pay union dues, or pay the union a representational or other fee within 30 days of the date you are put into pay status.
QUALIFICATIONS:
Required Qualifications:
 An Associate’s degree or higher in Business Administration, Computer Science, Economics, or closely allied field.
 Three (3) years or more of progressively responsible experience in issue and data analysis, office management, bookkeeping, accounting, or general administrative work.
 Professional experience using Microsoft Office software, Word/Excel/Power Point and Visio and able to accurately type at a net speed of 40 words per minute or faster.
Required Skills, Abilities and Competencies
 Communication & Teamwork Skills:
o Presents and expresses ideas and information clearly and concisely in a manner appropriate to the audience, whether oral or written.
o Shares information with others and facilitates the open exchange of ideas and information.
o Fulfills commitments to both co-workers and management.
o Promotes cross training by sharing new learned knowledge with co-workers.
o Helps ensure team success by valuing co-workers contributions and encouraging positive communication.
 Planning, Organizing & Time Management:
o Establishes courses of action for self to accomplish specific goals [e.g., establishes action plans].
o Identifies need, arranges for, and obtains resources needed to accomplish own goals and objectives.
o Develops and uses tracking systems for monitoring own work progress.
o Successfully moves from one subject to another with multiple projects or work activities in play at any one time.
 Organizational Knowledge & Competence:
o Acquires accurate information concerning the agency components, the mission[s] of each relevant organizational unit, and the principal programs within the agency.
o Interprets and utilizes information about the formal and informal organization, including the organizational structure, functioning, and relationships among units.
o Correctly identifies and draws upon source[s] of information for support.
 Problem Solving & Analytical Ability:
o Obtains relevant information about the problem/issue, including recognizing whether or not more information is needed.
o Objectively evaluates relevant information about the problem/issue.
o Identifies the specific cause of the problem/issue.
o Develops recommendations, develops and evaluates alternative course of action, selects courses of action, and follows up.
 Judgment & Decisiveness:
o Makes well-reasoned and timely decisions based on careful, objective review and informed analysis of available considerations and factors.
o Supports decisions or recommendations with accurate information or reasoning.
o Identifies when immediate action is needed, is willing to make decisions, render judgments, and take action.
o Accepts responsibility for the decision, including sustaining effort in spite of obstacles.
 Flexibility:
o Modifies own behavior and work activities in response to new information, changing conditions, or unexpected obstacles.
o Views issues/problems from different perspectives.
o Considers a wide range of alternatives, including innovative or creative approaches.
o Strives to take actions that are acceptable to others having differing views.
 Writing Skills:
o Creates clear concise, grammatically correct documents, email, memos, presentations, etc.
o Uses spell check and format information logically to help readers quickly understands your writing.
Preferred/Desired Education:
 Software expertise and utilization training: (1) Visio or similar applied in workflow documentation and analysis; (2) Project management formats or software for schedule and resource planning and management.
 Past experience in writing formal communications including procedural materials.
SUPPLEMENTAL INFORMATION:
To apply for this position you MUST complete your profile at www.careers.wa.gov and attach the following in order to your profile before completing the online application:
 A cover letter describing how you meet the required and desired qualifications of this position (generic cover letters will not be accepted).
 A current resume (maximum two pages).
 Three (3) professional references one of which must be a supervisor (personal references do not count as professional references).
Please do not include any attachments other than the ones requested above.
Please note: Failure to follow the above application instructions will result in disqualification. E-mailed documents will not be accepted in lieu of attaching your documents to the online profile.
Upon submission of your online application, you will immediately receive a confirming e-mail. You will then be notified via e-mail of your status during the process. In addition to the e-mail notifications, you can check the status of your application at any time by visiting your online profile at www.careers.wa.gov. Due to the high volume of applications that we receive, we ask your understanding and encourage you to use the online process and avoid calling for information.
Please note that initial screening will be solely based on the completeness of application materials submitted and the contents and completeness of the “work experience” section of
your application in NeoGov. A resume will not substitute for the “work experience” section of the application. The information provided in your application must support your selected answers in the supplemental questions. Responses not supported in your application may disqualify you from consideration for employment in this position. All information will be verified and documentation may be required.
The Department of Fish and Wildlife is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application process or this announcement in an alternative format may call (360) 902-2276 or the Telecommunications Device for the Deaf (TDD) at (800) 833-6388.