Administrative Operations Executive Support Analyst - Management Analyst 3 - Permanent - *12817-24
Title- Administrative Operations Executive Support Analyst
Classification- Management Analyst 3
Job Status- Full-Time/Permanent
WDFW Program- Habitat Program – Administrative Operations Division
Duty Station- Olympia, Washington – Thurston County
Learn more about being a member of Team WDFW!
This recruitment has been re-opened to increase the applicant pool and will be posted until December 22, 2024. If you applied previously, your application is still under consideration and you do not need to re-apply. Application review is ongoing, submit your application materials as soon as possible. This recruitment may be closed at any time.
This is an opportunity to provide essential administrative and confidential support for the both the Habitat Program Director and Deputy Program Director.
Envision yourself enhancing operational efficiency across the entire program by applying your expertise in project management, strategic planning, and data management.
What to Expect-
Among the varied range of responsibilities held within this role, the Administrative Operations Executive Support Analyst will,
Provide direct administrative and confidential secretarial support to the Habitat Program Director (PD), Deputy Program Directors (DPD) and Administrative Operations Manager (Admin Ops Manager):
- Manage email, calendars, and travel for PD/DPD and Admin Ops Manager, including meeting logistics.
- Act as correspondence gatekeeper by reviewing, editing, and preparing correspondence.
- Track and monitor important information including keeping PD/DPD informed (daily) of potential problems, issues, and need-to-know actions.
- Track internal and external meetings requests and provide scheduling assistance.
- Screen and track documents for PD/DPD signature.
- Assist in the programs response to public records requests including file management and records searches on behalf of the PD/DPD/Admin Ops Manager.
- Serve as a records manager for the PD/DPD by developing and maintaining a file system and archive appropriate files.
- Serve as delegate for PD/DPD to approve Total Time, TEMS, training requests, and other administrative approvals.
Operational and project support for Habitat Program:
- Support and conduct special projects on behalf of the Habitat Program Director (PD), Deputy Program Directors (DPD) and Administrative Operations Manager (Admin Ops Manager).
- Conduct research on short- and long-term projects that may require significant outreach and coordination.
- Track down details, makes recommendations, and resolves issues that require law, policy and rules research in order to brief the PD/DPD. Issue response may require both internal and external coordination.
- Serve as an effective communications link and reliable source of information for others.
- Act as a communication channel for management by knowing whom to inform of changes or new developments and ensuring they receive clear communications.
Provide administrative support to the Habitat Program Senior Management Team (SMT):
- Attend SMT and other management team meetings, take meeting minutes and coordinate and track short- and long-term agenda items, assignments, and important topics for various management team forums.
- Assist with development and review of reports, briefings, and presentations.
Working Conditions:
Work setting, including hazards: This position functions primarily in a fast-paced office setting, which may include long periods of sitting or standing, repetitive motions, and frequent distractions. Office hazards include working under fluorescent light, repetitively entering data into computer, looking at computer monitor for long periods of time, sitting or standing for long periods of time.
Schedule: Typically, Monday – Friday, 8:00 A.M. – 5:00 P.M., 40 hours per week.
Customer Interactions: Frequent interactions with Habitat Program staff, cross-program coordination, and coordination with external partners for technical support and contract management.
Qualifications:
Required Qualifications:
A Bachelors Degree.
AND
Three (3) 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.
Please Note: Closely related qualifying experience may be substituted for the required education on a year-by-year basis.
Certifications/Licenses:
Valid Driver’s License.
Preferred Qualifications:
In addition to the required qualifications, our ideal applicant will possess some or all the following:
- Training or experience demonstrating an understanding of purchasing, strategic planning, process improvement, project management principles and techniques, and LEAN principles and techniques.
- Proficiency with Word, Excel, PowerPoint, Access, Adobe software.
- Experience scheduling meetings using Outlook and managing multiple email inboxes simultaneously.
Demonstrated ability to:
- Organize and lead projects in complex environments.
- Communicate complex issues in both oral and written formats.
- Interface with top-level management key stakeholders to facilitate selection, prioritization, and approval of projects.
Your application should include the following:
- A completed online application.
- An up-to-date resume (chronological preferred) showcasing how your qualifications align with the job requirements.
- A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
- At least three professional references with current contact information.
Supplemental information:
In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. Click the “Benefits” tab at the top of this announcement to learn more.
Important Note:
All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
Veteran and Military Spouse Preference Notice:
Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following:
- Notify us of your veteran or military spouse status by email at Elizabeth.Bullard@dfw.wa.gov.
-
Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter.
- Please redact any PII (personally identifiable information) data such as social security numbers.
- Subject line must include recruitment number, position, and spouse/veteran (example: 2024-1234 – Biologist 1 – Veteran)
- Include your name as it appears on your application in careers.wa.gov.
Diversity, Equity, and Inclusion Employer
As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome, are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.
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.
Request an accommodation: Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.
Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.
Other questions: If you have other questions regarding this position, please reach out to Elizabeth.Bullard@dfw.wa.gov and reference job 2024-12817.