• Assist Regional Director in adapting agency policies for regional implementation and in regional policy development.
• Stay current with latest information regarding agency key policy and legislative initiatives and be able to provide that information to staff, public, other governments, etc.
• Assist Regional Director in identifying local needs/issues to be included in the development of new initiatives. Responsible for the Regional Continuity of Operations Plan, safety committee, and implementation of statewide initiatives locally such as the Discover Pass, Conservation Initiative, the fee bill and how it impacts field trial and fish stocking permit applicants, etc.
• Responsible for leading day to day operations for the regional office. Coordinates office administration and facilities management of district offices.
• Organize and prioritize work.
• Remain focused on tasks and work efficiently, effectively handling competing priorities.
• Work with confidential documents and time sensitive calendaring. Use delegated authority, provided in writing, from the Regional Director appropriately.
• Write, assign, review, approve and prepare for signature executive & program correspondence.
• Track correspondence to ensure responses within 14-day guidelines.
• Receive research, generate and interpret data and information for reports.
• Communicate confidential or time sensitive information to provide regional director and staff with timely and accurate information to meet program and agency needs.
• Monitor information requests of program staff and ensure response deadlines are met.  Exercise delegated signature authority on RD’s behalf for permits, OPFs, correspondence, etc.
• Attend weekly Regional Management Team meetings, represent program interests, and substitute for the Regional Director as needed. Provide support for Cross Program Teams.
• Serves as the Regional PDR officer and is responsible to ensure PDR request are researched and submitted within the time allotted.
• Collaborate with others to resolve conflicts.
• Display knowledge of Departmental policies, RCWs, WACs.
• Speak before groups, obtain cooperation and work effectively with others.
• Use effective persuasion to gain acceptance and commitment from constituents.
• Utilize public speaking and other verbal communications to share visions and to build credibility as a representative.
• Maintain contact with the public and constituents.
• Represent Regional Director in weekly Director Coordination Team meetings as delegated to do so.
• Attend and support public meetings and commission meetings that take place within the region. In the absence of, and as delegated by the Regional Director, utilizes best professional judgment to speak without limitation on his/her behalf at such meetings regarding agency functions and policies. Represent the Regional Director at civic functions and speak without limitation on his/her behalf (utilizing best professional judgment).

Fiscal responsibility
Lead the development and monitoring of the regional budget in coordination with the regional director.  Maintain regional fiscal accountability.  Analyze and prepare financial reports and spread sheets.  Ensure compliance with all internal and external auditing requirements.  Receive, generate, and interpret data and information for reports.

• Develops and manages the regional budget of $1.4 million (a part of the Director’s Office budget), including; monitor program performance including allotments and expenditures, respond to inquiries on regional budget, and develop legislative budget requests. Ensure that the regional budget stays within allotments.
• Identify need for various contracts for services to regional/district offices (such as janitorial, security, landscaping, HVAC, emergency maintenance, etc.).
• Develop and advertise for pertinent contracts and identify top candidates for consideration.
• Make the eventual selection of individuals/companies to provide contracted services.
• Work with the contracts office to award contracts and then follow up each contract to ensure that proper implementation and payments are occurring.
• Organize and manage offices to better serve a large, urban population.
• Use computer software programs for spreadsheet applications, word processing and office communication.  Review, understand, analyze and prepare financial reports and spread sheets.
• Review information carefully, recognizing when pertinent information is incorrect or missing.
• Keep up-to-date on changes to fiscal procedures, principles, standards, rates, etc.
• Ensure all financial data is properly calculated and reported.
• Verify accuracy of Enterprise Reports and monitor office supply orders.
• Reconcile all accounts, including petty cash and licensing accounts on a monthly basis.  Report and correct any discrepancies.
• Work with large amounts of cash and negotiables.
• Purchase and maintain office equipment, furniture, telecommunication systems and supplies.
• Plan, assign and organize work of subordinates related to fiscal management.
• Ensure optimum usage of Regional facilities supplies and FTEs.
• Serve as Region 1 Public Records Officer.
• Chair safety committee.
• Act as liaison between regional employees and safety personnel in Olympia on risk management issues.
• Prepare financial reports and ensure compliance with all internal and external auditing requirements.
• Maintain Regional inventory, purchasing, tagging and tracking.
• Work to ensure that the regional budget stays within allotments.
• Work with HQ to follow-up and coordinate capital project development and implementation.
• Identify need and implement IT improvements in all regional/district offices.

Lead, control, direct and supervise customer service staff and customer service program.  Provide regional office function and support for all Regional staff.

• Serve as the liaison with the Director’s Office to respond to public complaints or problems that come from the Governor’s Office or directly to the agency. Investigates complaints and responds as appropriate.
• Mentor, manage, counsel and train staff in problem solving and performance.
• Assess the training needs of staff, identifying strengths and areas to be developed.
• Train staff on use of agency information, data, and forms.
• Recruit, interview, hire and supervise employees.
• Monitor performance, schedule work, and perform evaluations.
• Ensure consistency in the information provided to the public by Customer Service staff.  Help staff to identify key goals and take effective steps to keep them focused on these goals.
• Plan ahead to minimize impacts on staff.
• Model success behaviors, high performance work ethic and work toward constant self-improvement.
• Set meaningful expectations and establish priorities.
• Utilize public speaking and other verbal communication skills to share visions and to build credibility as a WDFW representative.
• Maintain contact with the public and constituents.
• Coordinate with agency staff and private businesses in promoting WDFW to the public during expositions and meetings.

Travel, meeting, and schedule coordination

• Initiate, assign, review and prepare for signature executive correspondence, often utilizing information based on results of inquiries and investigation.
• Also assists Programs with emergent travel, scheduling and meeting needs for the Regional Program Managers.
• Arrange travel, meetings or events, coordinate schedules and develop itineraries

Use and assistance of technology
Use computer software programs for spreadsheet applications, interactive building management programs, word processing and office communication.

• Provide backup assistance to staff for both computer hardware and software issues.

Provide information to customers, other agencies, tribes and the public regarding agency and regional policies, management programs and key initiatives.  Other duties as assigned.

• Read, understand and interpret complex laws and regulations.
• Initiate and prepare correspondence.
• Conduct research.
• Take initiative to maintain an accurate understanding of multiple programs and utilize independent judgment to explain these programs and adaptations to specific situations.
• Review, evaluate and recommend changes of policies and operating procedures to programs and/or Regional Director based on interaction with the public and with staff.
• Ensure that staff has the most up to date flyers and pertinent news releases/rule changes available for the customers.  Be sure that information being disseminated is accurate and complete.

• Two (2) years of experience as an Administrative Assistant 4 OR four (4) years of experience as an Administrative Assistant 3 OR alternatively, five (5) years of progressively responsible experience as an office or business manager in the public or private sector.
• A valid Washington State Driver’s License and an acceptable driving record in order to attend meetings and events.

The incumbent will have the following knowledge, skills, abilities and behaviors:

• A self-starter who is self-confident, has the ability to make sound business decisions in a demanding environment, and is able to work with diverse programs and personalities.
• A willingness to take on new assignments, difficult projects and accept challenges is necessary.
• Ability to organize and prioritize work. Remain focused on tasks and work efficiently, effectively handling competing priorities.
• Exhibits leadership and interpersonal skills.
• Demonstrates experience in providing service to others, which includes conflict resolution and negotiation.
• Collaborates with others to resolve conflicts.
• Displays knowledge of Departmental policies, RCWs, WACs.
• Ability to speak before groups, obtain cooperation and, work effectively with others.
• Use effective persuasion to gain acceptance and commitment from constituents.
• Manage and accept continual interruptions and multiple projects or requests with competing deadlines to provide Regional Director and program staff with accessible and consistent administrative support.
• Demonstrated ability to effectively multi-task.
• Knowledge of LEAN management processes and implementation.
• Keep up-to-date on changes to fiscal procedures, principles, standards, rates, etc.
• Read, understand and interpret complex laws and regulations.
• Take initiative to maintain an accurate understanding of multiple programs and utilize independent judgment to explain these programs and adaptations to specific situations.
• Models success behaviors, high performance work ethic and work toward constant self-improvement.
• Demonstrates commitment to personal growth.
• Stays current on emerging ideas and technology.
• Acts as a positive influence on others and model professional behavior.
• Sets meaningful expectations and establishes priorities.
• Familiarity with fiscal documents, ability to read and understand spreadsheets.
• Planning and project management skills.

Preferred Qualifications

• A Bachelor’s degree in public administration, business administration or closely allied field.
• Three (3) years of administrative or supervisory experience.

How to Apply
To apply for this position, you MUST complete your profile at www.careers.wa.gov and attach the following to your profile before completing the online application:

• A cover letter describing how you meet the qualifications of this position (generic cover letter will not be accepted)
• A current resume (please make it succinct)
• Three professional references (personal references do not count as professional)

Please note:  Failure to follow the above application instructions will lead to disqualification. Please do not include any attachments other than the ones requested above. E-mailed documents will not be accepted after the closing of the recruitment or 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.