Administrative Assistant - Administrative Assistant 3 - Permanent - *02761-25

Title- Administrative Assistant
Classification- Administrative Assistant 3
Job Status- Full-Time/Permanent
WDFW Program- Capital and Asset Management Program (CAMP) 
Duty Station- Olympia, Washington – Thurston County
Hybrid/Telework- Although this is a hybrid opportunity, the successful candidate 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 one (1) day per week at the discretion of the supervisor.

Learn more about being a member of Team WDFW!

The Capital and Asset Management Program (CAMP) serves WDFW by delivering technical and professional engineering, construction, and maintenance to sustain facilities, infrastructure, and ecosystems.

As CAMP’s Administrative Assistant, you will provide a broad spectrum of support to CAMP’s mission through processing construction contract documents (specifications), purchasing, ensuring correspondence are in compliance with policies, procedures, and standards, and more!

We are seeking an experienced office professional who thrives in a dynamic, collaborative environment while maintaining organization, efficiency, and accuracy.
 

What to Expect-

Among the varied range of responsibilities held within this role, the Administrative Assistant will,

Produce Specifications for Construction Contract Documents:

• Assist project managers with the production of specifications for CAMP projects.
• Organize and post specifications, addendums, general correspondence, construction drawings, walk-through attendance, meeting minutes, bidder Q&A’s, and bid results online.
• Schedule and coordinate bid openings and production of bid opening documents for the Contracts Specialists in a timely manner.
• Track CAMP Bids email inbox for requested specification documents, drawings, or clarification.

Provide Program Support:

• Assist CAMP Administrative Supervisor with higher level administrative needs upon request.
• Maintain staff schedules by scheduling, canceling, and coordinating meetings along with travel arrangements, vehicles, and conference room calendars.
• Assist with accepting, re-routing, sorting mail, and preparing mailings as necessary.
• Monitor and complete daily tasks showing in Smartsheet Pending Tasks dashboard.
• Prepare and format correspondence.
• Prepare surplus approval documents and coordinate pick up of surplus items.
• Assist with front desk reception, ensuring full coverage at all times, answering and routing phone calls, and directing WDFW customers to proper resources.

Manage Records:

• Ensure that records in the vault are scanned, electronically filed, and sent to the Records Center on a regular basis.
• Maintain records management inventory for sending and retrieving boxes from the Records Center or State Archives.

Working Conditions:

Work Setting, including hazards: Work is generally performed in an office setting, requiring extensive computer and phone use.

Schedule: Typically, Monday – Friday, 8:00 A.M. – 5:00 P.M. with a one-hour lunch. Telework may be considered with supervisor approval. Work hours may vary depending on the job needs. Working more than 40 hours in a week may be required on short notice.

Customer Interactions: Interact with the public, vendors, and customer programs.

Qualifications:

Required Qualifications:

Graduation from high school or GED AND three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Please note: Formal education may substitute year-for-year for experience.

Experience:

• With Microsoft Office Suite products (such as Word, Excel, Outlook, Access, PowerPoint, and SharePoint).
• With Adobe products, including Acrobat Pro.
• Using professional phone etiquette while answering multi-line telephones, taking messages, transferring calls, and assisting others.
• With basic administrative procedures, office practices, correspondence preparation, and management procedures and practices.
• Writing clearly and effectively following standardized rules of language regarding spelling, punctuation, grammar, word usage, sentence structure, and composition to prepare coherent and meaningful reports.
• Completing high volumes of work with varying deadlines and tasks, reprioritizing as needed.

Competencies:

• Ability to work cooperatively with other team members and the general public, demonstrating tact and skill in dealing with others while maintaining confidentiality as appropriate.
• Ability to type 50 words per minute (WPM), using a computer keyboard.
• Demonstrated willingness to seek guidance or clarification when needed to ensure accuracy, efficiency, and alignment with team goals.

Certifications/Licenses:
Valid Driver’s License.

Special Requirements/Conditions of Employment:
Successful completion of agency training and/or certification per supervisory direction, position need, and training availability.

Preferred Qualifications:

In addition to the required qualifications, our ideal applicant will possess some or all the following:

• An Associate’s degree or higher in business administration, public administration, or closely allied field.
• One (1) year of experience in bid coordination.
• Professional experience with state or government formatting procedures and guidelines for competitive bidding, contracts, and procurement documents.

Your application should include the following:

• A completed online application showcasing how your qualifications align with the job requirements.
• An up-to-date resume.
• 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
 
Union - WFSE: 
This position is covered by a collective bargaining agreement between the State of Washington, Department of Fish and Wildlife and the Washington Federation of State Employees (WFSE).  This recruitment may be used to fill positions in addition to those listed.

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 danielle.gustafson@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: 2025-1234 – 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 danielle.gustafson@dfw.wa.gov and reference job #2025-02761.

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