Administrative Assistant 5 (Internal Only)

Full Job Description

Schedule: The typical workweek is a standard 40-hour work week and may need occasional adjusting in order to meet the agency and customer need. Work hours are typically 8 a.m.

to 4:30 p.m., Monday – Friday. The position is eligible for overtime, telework and flexible schedule options. Schedules are dependent upon position needs and subject to change.

This position requires occasional travel and overnight stays to attend commission meetings, workshops and meeting sites to assist staff, arrange meetings, evaluate appropriateness of facilities, etc.

Traveling to commission meetings across the state for 2-3 days is required at least six times per year.

Who we are: The Washington State Conservation Commission (SCC) is a non-regulatory state agency that supports and coordinates our state’s 45 conservation districts and administers voluntary conservation programs.

Together, the SCC and conservation districts provide incentive-based services that empower people across Washington to take actions that keep natural resources and working lands healthy for all.

What you will be doing:

Reporting to the Executive Assistant, you will serve as the lead administrative logistics coordinator for the Conservation Commission meetings and its members, ensuring high-quality planning, logistics, compliance, and documentation for all Commission business meetings and Commissioner activities.

You will provide complex, executive-level administrative support to the Program Director (a forthcoming role responsible for leading SCC programs and program managers), in addition to supporting agency staff and management through proactive, high-level administrative operations.

Requirements

Some of what you’ll enjoy doing includes:

Commission meeting support:

• Lead full logistic cycle coordination for Commission meetings: provide clear guidance to conservation district tour hosts, secure meeting location, hotel contracts, catering and transportation.
• Coordinate the development of meeting agendas, assign deadlines, and workflows
• Prepare, distribute, and archive all official meeting materials.
• Take detailed meeting minutes in accordance with Robert’s Rules of Order and Open Public Meeting Act (OPMA) requirements
• Process compensation for payroll and submitting travel reimbursement requests on behalf of Commission members using the Travel Expense Management System
• Maintain and update Commission rosters, onboarding materials, and member contact information

Administrative Support:

• Plan, coordinate, and support virtual and hybrid meetings and webinars, including platform setup (e.g. Zoom or Teams), audio/visual logistics, participant management, and real time troubleshooting to ensure seamless execution.
• Ensure compliance with all relevant regulatory requirements, internal procedures, and documentation standards
• Assistance in managing calendars, email coordination, and scheduling, anticipating needs and resolving conflicts to ensure efficient operations
• Prepare high-quality briefing materials, presentations, reports, and correspondence
• Coordinate and track assignments issued.
• Organize and support program management meetings
• Conduct document review and editing
• Assist in planning and implementing administrative systems and procedures
• Maintain electronic and manual filing systems
• Support cross-program coordination and communications
• Manage the agency’s state motor pool fleet, ensuring compliance with state policies and requirements are met. Coordinate and track required vehicle maintenance to ensure service is being done in a timely manner (e.g. oil changes, respond to recalls, auto detailing, etc.).

Serve as the lead coordinator for the CD State Motor Pool Leasing Program, created at the State Conservation Commission.

This position provides oversight and assistance to conservation districts as non-state entities; ensure compliance with all leasing requirements, including annual contract review, driver eligibility verification, insurance and driving record compliance, and coordination of monthly billing for approximately 15 vehicles overall.

Qualifications




REQUIRED:

[OPTION 1]

High school graduate or equivalent

AND

Five (5) years of progressively responsible office/clerical, secretarial, bookkeeping, accounting, or general administrative work




[OPTION 2]

A Bachelor’s degree in business administration, public administration, or closely related field

AND

One (1) year as an Administrative Assistant 4




[OPTION 3]

Two years as an Administrative Assistant 2




AND all experience to include:

• At least one year leading, supervising, or directing others
• Lift/move/transfer 40 lbs from the floor up to 42” high
• Accurately proofread and edit written documents
• Knowledge of basic administrative procedures, office practices, and correspondence preparation
• Keyboard or type accurately at a net speed of at least 50 words per minute
• Operate general office equipment
• Possess basic math skills
• Use a computer and software such as the Microsoft Office Suite (Outlook, Word, Excel, etc.) to create, format, edit, preview, print and save documents




PREFERRED:

• Archives and Records Management Training
• Knowledge of state and agency policies
• Experience making travel and meeting arrangements for staff and commission members.
• Experience using database software to search and update current records and create new records as needed.
• Experience coordinating and managing hybrid meetings, including seamless integration of audio, video and virtual platforms.

Additional Information




**As you can see, this isn't your typical posting where we require you to fill out a long application. We value your time and would love to hear more about why you are interested in this position. All you need in order to be considered for this opportunity is to attach:




Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest (no more than 2 pages) explaining how you have prepared yourself for this position.
• A current resume or CV, detailing experience, and education.
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

**Do not attach any documents that include photos or private information (social security number, year of birth, etc.).


NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.

Opportunity for All:The Washington State Conservation Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics.

We will also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information:For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at jobs@des.wa.gov Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.