Administrative Operations Support Analyst - Management Analyst 3 - Permanent - *13780-24
Working Title- Administrative Operations Support Analyst
Classification- Management Analyst 3
Job Status- Full-Time/Permanent
WDFW Program- Habitat Program – Administrative Operations
Duty Station- *Olympia, Washington – Thurston County
* Although this is a hybrid opportunity, the successful incumbent must reside within the State of Washington and must be available to report to the duty station located in Olympia, Washington as needed. The selected candidate may be able to telework/work remotely up to 2 days per week at the discretion of the supervisor.
Learn more about being a member of Team WDFW!
Embrace this role to provide project management, data management and analyst support to the Science Division (SD), and support other Sections and Divisions within the Habitat Program.
With your experience, you will assess SD needs and identify opportunities for process improvement.
We are seeking a candidate to support coordination and facilitation of important technical projects for the Habitat Science Division.
WHAT TO EXPECT
Among the varied range of responsibilities held within this role, this position will:
Operational Support for Science Division (SD).
- Develops and maintains the SD’s project schedule by collecting project information from each section, developing, and managing the scheduling database, and reporting to Division and Section Managers for direction on any adjustments or corrections.
- Collects, compiles, and analyzes information and data for internal and external reporting.
- Assists SD with Spending Plan development and updates. Tracks contract spending and communicates changes in work schedule that impact contract spending to SD leadership, Habitat Budget staff, and Administrative Operations Manager.
Contract Support.
- Serves as a central point of contact within Habitat Program for contract support (IMW, Chehalis ASRP, Ecology Water Right Review IA, CMER, Chehalis ASRP).
- Serves as a point of contact for contract coordination between RCO and the SD’s Habitat Assessment and Monitoring Section.
- Gathers information for future scheduling and compiles tracking data for review.
- Assists in the development and preparation of monthly reports for activities associated with contracts through collection and analysis of project information.
Information and Database Management.
- Assists in the development and management of a database for regional technical assistance requests and Habitat Science Division.
- Research platform options and makes recommendations to Habitat Science Division leadership, supervisor, and Administrative Operations Manager.
- Oversees development and implementation of database.
- Creates training materials and provides training to staff.
- Manages and updates database as needed.
- Assists SD in development and maintenance of a database for training materials and a library of resources. Coordinates with other Habitat Program Divisions on material delivery.
- Provides additional records management support for the SD by developing and maintaining a file system and archiving appropriate files.
- Assists National Resource Building Librarian with database documenting interlibrary loans (papers and books) to ensure compliance with loaning libraries.
General Operational Support for Science Division/Other duties as assigned.
- Provides project and process management support as needed.
- Provides additional administrative support to the SD and sections as needed. Including on and off boarding SD staff.
- Reviews, proof-read, and edit documents.
- Coordinates and support other special projects.
- Assists on special projects for the Administrative Operations Division.
Working Conditions:
Work setting: Work is performed in a fast-paced office environment.
Schedule: Typically, Monday – Friday, 8:00 AM – 5:00 PM.
Travel requirements: Limited travel.
QUALIFICATIONS:
Required Qualifications:
A Bachelor’s 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.
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 strategic planning, process improvement, project management principles and techniques, and LEAN principles and techniques.
- Proficiency with Microsoft Word, Excel, PowerPoint, Access, SharePoint, and Adobe software.
- Organize and lead projects in complex environments.
- Communicate complex issues in both oral and written formats.
- Interface with top-level management and 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 (3) 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 Cheri.Potter@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 Cheri.Potter@dfw.wa.gov and reference job #2024-13780.