Working Title – Administrative Assistant 
Classification – Administrative Assistant 4 (AA4) 
Job Status – Full-Time/Permanent 
WDFW Program – Director’s Office  
Duty Station – Olympia, Washington – Thurston County
Hybrid/Telework – Approved for hybrid flexibility up to 1 day per week, at the discretion of the hiring manager.  

Learn more about being a member of Team WDFW!

Join our dynamic team as an Executive Administrative Assistant, where you will provide professional and confidential support to the Director, Deputy Director, and key members of senior leadership. 

As a vital member of the executive administrative team, you will play a key role in WDFW’s mission by managing essential administrative functions and contributing to the success of our senior leadership team.

Our Executive Administrative Assistant will Model WDFW’s ASPIRE values:  

• Accountability, we hold ourselves and each other responsible for acting consistent with our values and mission.
• Service, we add value to Washington communities and seek to improve the public’s experience.
• Professionalism, we serve in a manner that reflects positively on the Department and on ourselves.
• Integrity, we are consistently open, honest, ethical, and genuine in our actions.
• Respect, we treat each other with dignity.
• Empathy, we take time to understand and appreciate others.

What to Expect-

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

Provide administrative support for the Director, Deputy Director, and Special Assistants to the Director as well as their staff: 

• Develop reports for the Executive Management team by researching, gathering information, and conducting meetings and conversations with appropriate staff. Evaluates and analyzes the information collected to provide recommendations.
• Review, determine importance, manage, and schedule complex high level internal and external meetings/appointments/activities on behalf of the Directors and Special Assistants – use electronic calendar software to add, cancel, and re-arrange appointments according to changing priorities.
• Identify potential conflicts and collaborates with others to independently resolve them.
• Act as point of contact for internal and external constituencies interacting with the Director’s Office.
• Receives, evaluates, and responds to oral and written requests, complaints, and other requests.
• Manage correspondence by gathering information, preparing, proofreading, and editing documents according to the Washington State Executive and General Correspondence Guidelines.
• Assign correspondence to Department programs for response; follow up to ensure formatted, responsive, and completed.
• Coordinate travel arrangements and prepare travel expense reports for various directors and staff.
• Provide outstanding customer service by answering phone calls, accurately relaying information, and messages, greeting both internal and external visitors, addressing questions and directing them to meeting locations.
• Maintain a solid understanding of the work of the Executive Management Team by monitoring emerging issues.

Manage agency and regional employee recognition: 

• Follow WDFW Policy 4014 Awarding and Recognizing Citizens and WDFW Employees.
• Coordinate agency and regional employee recognition events.
• Assemble award nominations and prepare materials for Executive Management Team review.

Serve as Director’s Office Records Coordinator: 

• Manage requests for public records and litigation holds by thoroughly searching and/or collecting electronic and paper records for the Director, Deputy Director, Special Assistants to the Director, and former Director’s Office employees.

Working Conditions:

Work Setting, including hazards: Work is generally performed in an office setting, telework options may be available. 

Schedule: Monday - Friday 8:00 a.m. – 5:00 p.m.  

Travel Requirements: Some travel may be required throughout the state to attend trainings and meetings.

Customer Interactions: Primarily interacts with Director, Deputy Director, Program Directors, Managers, various staff within the programs and agency, and external and internal stakeholders.  

Qualifications:

Required Qualifications: 

High school graduation or equivalent. 

And one (1) of the following: 

• Four (4) years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
• Experience as an Administrative Assistant 3 or higher for a State Agency.

Competencies: 

• Strong attention to detail.
• Excellent editing and written communication skills.
• Proficient in the use of computers, including the Microsoft Suite (special emphasis on Outlook, Word, Access, and PowerPoint) to create, format and edit a variety of products and organize work.
• Able to proofread and finalize formal documents with a high degree of accuracy.

Certifications/Licenses: 

• Must hold a valid Driver’s License with an acceptable driving record.

Preferred Qualifications:

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

Competencies: 

Process improvement skills. 

Knowledge of: 

• Government organization and administrative procedures, office methods, and procedures.
• Washington State Correspondence Guidelines.
• Washington Department of Fish and Wildlife policies and procedures.
• State Government Records Retention Schedule.

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

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 kaila.daudt@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 kaila.daudt@dfw.wa.gov and reference job #2024-11121.

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