What are the responsibilities and job description for the Administrative Assistant 4 - Finance Division position at State of Washington Military Department?
Description
Administrative Assistant 4 - Finance Division
Camp Murray, WA
Camp Murray, WA
The Washington Military Department (WMD) is seeking an organized, proactive, critical thinking, creative, positive, and motivated professional to join the Finance Division. Reporting to the Finance Director, this position serves as the confidential executive assistant to the Finance Director and provides direct administrative support to Finance Division staff, the Intergovernmental Affairs and Policy Division (IGAP), and the WMD Chief of Staff. Additionally, this position is responsible to oversee the department's mail management program and supervises the Mail Processing Manager.
This is a civilian position and does not require military service affiliation.
About the Washington Military Department
Protecting people is our passion. At the Washington Military Department, we combine our unique talents to create safer communities and ensure our neighbors and loved ones can recover from whatever emergency might arise. Our agency unites civilian employees with members of the Washington National Guard, creating a team that is deeply committed to public service. We go home at night knowing that our day-to-day work supports activities that truly make a difference. Whether that's partnering with our communities to prepare for a disaster, leading an emergency response, hiring top-notch talent or supporting at-risk kids at our Washington Youth ChalleNGe Academy - the Washington Military Department seeks to safeguard our way of life and those that call Washington home.
To learn more about the Washington Military Department, please visit: www.mil.wa.gov
In addition to job fulfillment, the Washington Military Department offers an excellent benefits package which includes exceptional health care coverage, a retirement savings plan and job training opportunities.
Duties
Responsibilities include:
- Provide administrative support to the Finance Director and units within the Finance Division, as well as the Intergovernmental Affairs and Policy (IGAP) Division and the WMD Chief of Staff in support of state initiatives.
- Build and maintain the Finance Division's SharePoint pages and information management resources.
- Purchase goods and services on behalf of the Finance Division and other units within the agency.
- Serve as asset custodian for the Finance Division, coordinating inventory verification periodically and backing up the Inventory Control Officer as necessary.
- Oversee and coordinate the retention, management, and disposition of Finance Division records as the division records coordinator.
- Supervise the Mail Processing Manager and oversees the agency's mail management program.
Qualifications
REQUIRED QUALIFICATIONS
- High School Graduation or GED, and
- Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work., and
- One year of lead and/or supervisory experience.
DESIRED QUALIFICATIONS
Education:
- Bachelor's degree.
- Current Public Notary.
- Coordinate office operations, establish office procedures, review information; maintain office supply inventory; and manage records.
- Prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
- Organize and prioritize work, devoting adequate time and attention to individual tasks. Transitions easily between tasks, responding quickly and efficiently to work requests.
- Provide excellent customer service to vendors, project staff, local jurisdictions, and other customers as needed.
- Ability to take action to meet the needs of others.
- Ability to take action to learn and grow.
- Use Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, SharePoint) to develop documents in support of program requirements.
- State Financial Systems - Familiarity with the State of Washington accounting/budget systems, such as Enterprise Reporting, Fiscal Note System, Agency Budget System, Capital Asset Management System, etc.
Supplemental Information
Compensation: Wage/salary depends on qualifications or rules of promotion.
CONDITIONS OF EMPLOYMENT
Background Investigation: Must successfully complete the appropriate background checks required for employment. Must be willing to sign releases of information and shall not have access to any investigative materials and files. The processing of background checks can take up to six months post-employment. Failure to successfully pass a background check may be cause for termination.
Driver's License:
- Valid to drive in the State of Washington.
- Must meet requirements of the REAL ID Act. This is required for base access and will be required upon hire.
Military Facility: Willingness to work on a Military Controlled Access Installation.
Camp Murray utilizes the Defense Biometric Identification System (DBIDS) for entry to the installation. Must meet access requirements / background check which can be found in the Camp Murray Access Requirements Policy (Unified Policy No. 18-01). This includes possession of an Enhanced Driver’s License, or other REAL ID Compliant Identification.
Union Shop Provision: This position is non-represented and will follow the provisions of the Washington Administrative Code (WAC).
Work Hours: The standard work schedule is Monday through Friday, 8 hours a day, or a four-day per week schedule, 10 hours per day, with either Mondays or Fridays off. The actual work hours will be established between the employee and supervisor and will start no earlier than 6:00am and end no later than 6:00pm.
Telework: This position may be eligible for some telework. The incumbent will work with their supervisor to identify an appropriate work schedule and balance between remote and in person work based on operational need and employee preference. Reporting to the workstation for work activities and participating in in-person meetings is required.
Emergency Assignment: Upon activation of the State Emergency Operations Center (SEOC) or Joint Field Office (JFO), incumbent may be required to work in an alternate location with rotating shifts, including weekends and evenings, in a highly stressful and fast-paced environment.
Travel: Limited travel may be required. This may include overnight stays.
** HOW TO APPLY **
Applications for this recruitment will be accepted electronically via www.careers.wa.gov. It is very important that the "Work Experience" and "Supplemental Questionnaire" portion of the application is completed in as much detail as possible.
In order to be considered for this opportunity, please include the following with your online application:
- An attached Resume outlining your experience to date.
- An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
- Contact details for a minimum of three (3) professional references. Please include at least two (2) past/current supervisors, one peer and/or subordinate, if applicable. For each reference include the following:
- Name
- Professional Title
- Working Relationship
- Daytime Phone Number
- Email Address
** A resume will not substitute for completing the "work experience" section of the application.
Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas, including supplemental questions, are completed in full.
This recruitment may be utilized to fill additional Administrative Assistant 4 vacancies for up to 60 days after recruitment closing date.
If you have questions about the application process or this recruitment, please email Mistina Venesky at mistina.venesky@mil.wa.gov
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
The Washington Military Department is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities and/or limited English proficiency needing assistance in the application process, or those needing this job announcement in an alternative format may contact the Recruitment Section of State Human Resources at: Email: mistina.venesky@mil.wa.gov, Call: (253) 512-7389, or 711
Salary : $4,542 - $6,107
