State of Washington
Dept. of Fish and Wildlife
invites applications for the position of:
ADMINISTRATIVE ASSISTANT 3 *05541W
SALARY: $2,598.00 – $3,377.00 Monthly
OPENING DATE: 06/11/15
CLOSING DATE: 06/21/15 11:59 PM
DESCRIPTION:
Do you have a passion for the outdoors and Washington’s wildlife and natural
resources?
Here’s your opportunity to join a dynamic team, committed to providing
exceptional service to the citizens of Washington and the Wildlife Program staff
that help protect some of its most precious resources. We are searching for an
Administrative Assistant with excellent customer service skills, flexibility, and who
welcomes new challenges. You will not be bored in this position.
Administrative Assistant 3
The Wildlife Program’s Administrative Operations Division is recruiting a positive, energetic individual with
excellent administrative assistant skills to fill one full time Administrative Assistant 3 position. The duty station is
the Natural Resources Building (NRB) located in Olympia, Thurston County.
This position conducts complex administrative duties to support WDFW and the Wildlife Program’s goals and
objectives. The incumbent provides confidential and administrative support for Division Managers, Wildlife
Assistant Director (AD), and Deputy Assistant Director (DAD) by completing tasks such as calendaring, meeting
coordination and correspondence development and tracking, in addition to handling important contacts; assisting in
the implementation and logistics of key agency initiatives; assisting in and providing support for agency legislative
process.
DUTIES:
Key Responsibilities:
Communicates confidential or time-sensitive information to provide the Assistant Director and staff with timely
and accurate information to meet program and agency needs.
Anticipates needs based on calendar and correspondence.
Job Bulletin
http://agency.governmentjobs.com/washington/job_bulletin.cfm?JobID=1168646[6/11/2015 3:43:48 PM]
Responsible for scheduling and calendars of Wildlife division managers, AD and DAD; including
coordinating and arranging all travel, meetings and conferences. As well as, developing agendas and
itineraries, process necessary forms and documentation to complete the tasks per agency policy and
rules.
Utilizes public speaking and other verbal communication skills to share visions and build credibility as a
WDFW representative;
Communicate with staff regarding upcoming appointments, assignments and availability of supported
staff.
Responsible for committing time, scheduling meetings and coordinating appropriate resources. Serves
as liaison between division staff providing significant tasks and items requiring review and actions.
Prepares for signature executive correspondence, often utilizing information based on results of inquiries and
investigation. Receives, and interprets data and information for reports. Provides support for agency legislative
initiatives.
Responsible for proof reading, editing correspondence, drafts for review and provides correct formatting,
content and finalizes drafts for signature;
Thoroughly reviews and tracks all documentation requiring signature;
Public Disclosure and records management support for division managers, AD & DAD.
Assist in public disclosure coordination for the Wildlife Program.
Coordinate with policy lead to clarify and assign public disclosure requests (PDR);
Manage wildlife public disclosure email inbox
QUALIFICATIONS:
A Bachelor’s degree in business administration, public administration, communication or a related field and
three years of experience conducting research and analyzing policies, laws, rules, or regulations, or equivalent
experience performing activities closely comparable to the key responsibilities of this position. Commensurate
years of experience may substitute for the bachelor’s degree.
Desired Qualifications
Bachelor’s degree in business administration, public administration, communication or a related field and
at least three years of professional experience assisting an executive or comparable combination of
education and/or experience.
Demonstrated ability to communicate complex issues in both oral and written formats in terms clearly
understood by technical and non-technical audiences.
Experience that provides working knowledge of Washington State policy and procedure to include an
awareness of OFM regulations, governmental budget concepts, travel regulations, the Legislative
process, and the Administrative Procedures Act.
Advanced computer skills including Microsoft Outlook, Word, PowerPoint and Excel programs, a working
knowledge of or willingness to learn Adobe Acrobat Pro, SharePoint, Access and Project.
Demonstrated commitment to customer service, with excellent communication skills (including proper
grammar usage, spelling, punctuation, and verbal communication).
Competencies
The best qualified applicant will demonstrate knowledge and abilities in the following areas:
Demonstrated ability to interface with top-level management and key stakeholders to facilitate selection,
prioritization, and approval of projects.
Ability to adapt to change and willingly accept new assignments or projects.
Ability to multi-task under stress and prioritize competing assignments in tight timeframes.
Ability to absorb new information, understand, and interpret verbal and written direction, and question
appropriately.
Ability to meet deadlines and manage competing demands, while maintaining accuracy and
completeness.
Maintain a professional, friendly demeanor.
Recognize and suggest resolutions to issues or problems.
Independently recognize and resolve issues or problems.
Job Bulletin
http://agency.governmentjobs.com/washington/job_bulletin.cfm?JobID=1168646[6/11/2015 3:43:48 PM]
Must be ethical, self-motivated, and able to work in a fast paced environment.
Be results-oriented and maintain effective working relationships.
High-level analytical and organizational skills.
Ability to work independently and as part of a team.
SUPPLEMENTAL INFORMATION:
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 and working on a computer. This position normally
works 8:00 am-5:00 pm, Monday-Friday, but may be required to occasionally work in excess of 40 hours per
week to meet deadlines during peak periods.
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:
· Cover letter describing how you meet the qualifications of this position.
· Current resume
· Three professional references (personal references do not count as professional)
Please note: Failure to follow the above application instructions will lead to 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.
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.
ADMINISTRATIVE ASSISTANT 3 *05541W Supplemental Questionnaire
* 1. What best describes the level of education you have successfully completed:
High school diploma or GED
Associate degree
Bachelor’s degree
Master’s degree or higher
None of the above
* 2. What is your major area of study? If multiple degrees, please list each degree and major.
* 3. Please describe the most important aspects of being an Administrative Assistant.
* 4. Select the answer below that best describes your experience providing internal or external
customer service.
Job Bulletin
http://agency.governmentjobs.com/washington/job_bulletin.cfm?JobID=1168646[6/11/2015 3:43:48 PM]
Willing: little or no experience, but interested and willing to learn.
Developing: working knowledge.
Skilled: working knowledge, uses software frequently.
Advanced: exceptional knowledge.
* 5. Select the answer below that best describes your technical knowledge and skill using
Microsoft Excel to create spreadsheets, import data from other sources, and create tables
and graphs from spreadsheet data.
• Willing: Little or no experience, but interested and willing to learn.
• Basic: Create basic worksheets; create basic formulas; use basic functions; modify
and format a worksheet; print workbooks.
• Intermediate: Use advanced formulas; organize tables and worksheets; create and
modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic
objects in a worksheet.
• Advanced: Create and edit macros; conditional formatting; apply data validation
criteria; able to protect, share and merge files; trace cells and troubleshoot formula
errors; uses data list outline; consolidate data and link workbooks; export and import text
files and XML data; import data from the Web and create Web queries; analyze data using
trend lines, Sparklines and scenarios.
* 6. Select the answer below that best describes your technical knowledge and skill using
Microsoft Word to create letters, reports and documents.
• Willing: Little or no experience, but interested and willing to learn.
• Basic: Create, save, preview and print a basic document; edit selected text; change
font appearance; highlight text; format paragraphs with tabs, borders, shading and styles;
page setup, use auto correct.
• Intermediate: Insert graphic objects and visual effects to a document; add tables to
a document or convert tables to text; add watermarks, borders, headers and footers; use
the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in
document; create customized graphic elements; use templates.
• Advanced: Insert content using quick parts; control text flow; perform mail merge
function; uses macros for tasks; insert cover pages and table of contents; track changes
and comments; insert bookmarks, footnotes and endnotes; add hyperlinks; crossreferences
and citations; link documents to excel worksheets; send document to
PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict
access and use passwords; create, protect and automate forms.
* 7. Select the answer below that best describes your technical knowledge and skill using
Microsoft Outlook to schedule appointments, meetings, sorting and categorizing email.
• Willing: Little or no experience, but interested and willing to learn.
• Basic: Compose email messages; send and respond to messages; organize email into
folders; create contact information; schedule appointments; schedule meetings, manage
tasks and notes.
• Intermediate: Set calendar options; sort, find and filter messages; create distribution
lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar
and the To-Do bar; customize message options; assign, reply and track tasks; create
public folders and send and post information.
• Advanced: Create signatures; configure email security settings; group items and
create search folders; apply conditional formatting; manage data files; create mail merge
using contacts; archive messages.
* 8. Select which of the following programs you have had experience using. Multiple choice.
Microsoft SharePoint
Adobe Acrobat Pro
Microsoft Access
Microsoft Project
WebEx
None of the above
Job Bulletin
http://agency.governmentjobs.com/washington/job_bulletin.cfm?JobID=1168646[6/11/2015 3:43:48 PM]
* 9. Are you willing and able to occasionally work non-scheduled hours including evenings and
weekends?
Yes No
* 10. Do you possess a valid Washington State, or other state, driver’s license? (If selected for
an interview, you may be asked to furnish your license and driving record.)
Yes No
* 11. Have you been convicted of a misdemeanor or felony within the last (10) years?
(Answering yes will not automatically bar you from employment).
Yes No
* 12. Please verify that you have included the following information in your online application:
1) A resume that includes education and employment history relevant to this positon. 2) A
detailed cover letter describing how you meet the qualifications for this position. 3)
Completed the online profile that includes a chronological resume. 4) Detailed responses
to all supplemental questions. 5) Three professional references.
Yes No
* Required Question