Administrative Support Specialist, Confidential Secretary

Description

Duties

Responsibilities:

• Support the day-to-day duties of the Commissioner’s Executive Assistant and be delegated duties as needed.
• Maintain the Commissioner’s briefing memo tracking system.
• Prepare the first draft of the Commissioner’s daily and weekly briefing books.
• Facilitate the Commissioner’s daily meetings while in the Natural Resources Building (NRB), as needed.
• Help coordinate meeting logistics, travel arrangements, and vouchers for the Commissioner of Public Lands (CPL) and Chief of Staff (COS).
• Be the first set of eyes on documents routed to the Commissioner’s Office (i.e., retirement letters and signature documents).
• Point person for admin functions.
• Facilitate all onboarding and offboarding in the Executive Management Division (EMD).
• Facilitate all changes to workstations and space allocations and serve as the Point of Contact (POC) for EMD facilities' needs.

Qualifications

Required Qualifications:

• Administrative experience, preferably with three years at the senior assistant level.
• Working knowledge of state government operations.
• Proficiency in the use of the Windows Office Suite.
• Ability to maintain effective working relationships within the division, other Department of Natural Resources (DNR) divisions and regions, other government entities and the public.
• Understand the organizational structure of DNR and its mission and functions.
• Maintain confidentiality.
• Use diplomacy.
• 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 is in an office setting located at the Natural Resources Building in Olympia, WA. Demands of this job may require employee to function away from their normal workspace both on and off-site.
• Travel for this position is minimal.
• Washington State Notary License (Must be willing to apply to be one if applicant doesn’t currently have one.)

• Experience working with elected officials and staff at the state and federal levels.
• Experience working with SharePoint.
• Experience with state contract administration.
• Bachelor's degree.
• Excellent oral, written, and interpersonal communication skills.
• Ability to multi-task, prioritize work for self, balance workload, meet short deadlines, and work independently in a fast-paced environment with strong attention to detail.
• Ability to work with sensitive information, public policy, and personnel issues while maintaining confidentiality.
• Ability to anticipate executive needs, work well in stressful situations, and respond appropriately to emergencies.
• Ability to comprehend and interpret complex discussions and independently compose clear, accurate, and concise notes.

Supplemental Information

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

• Apply online at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications for the position and the position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: 3-5 professional references with current telephone numbers, to include your 2 most recent supervisors. You may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (Social Security number, year of birth, etc.).
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at info@governmentjobs.com with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those 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 state’s 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, Women’s 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 http://careers.wa.gov/benefits.html for more information.