Office Manager, Administrative Assistant 4 (AA4)

• Serves as AQR’s main point of contact with the Human Resources Division. Responsible for overseeing, preparing, reviewing, and processing a variety of confidential personnel actions for AQR personnel. This includes but is not limited to, working with HRD on the Division Manager’s direction to establish, abolish, reallocate, update, and fill positions. Maintains Position Description Forms and Performance Development Plans for all AQR positions and prepares annual Human Resources Performance Measure Reports. Maintains AQR organizational charts, updating them as changes occur. Maintains confidentiality.
• Serves as AQR’s liaison with the Engineering division about facility needs for the division, including space studies and planning.
• Leads special projects and research as needed to support division and district management. As needed, conducts research and provides briefings regarding complex issues facing the division. 
• Assists with SharePoint, Teams, and website updates. 
• Serves as AQR’s main point of contact with the Information Technology Division. Coordinates all IT purchasing including the annual computer replacement, software, and security. 
• Responsible for the Division’s biennial inventory. 
• Serves as AQR’s main point of contact with Verizon. Coordinates all cell phone and iPad purchasing. 
• Serves as a backup for a variety of office management duties, such as MERs, credit cards, invoices, and other monthly reporting tasks. 
• Provides assistance to the Division Manager and staff working on responsibilities in leasing, geoduck operations, port management, invasive species, derelict vessel removal, rent appeals, sediments, transactions and ownership, budget, facilities, and Puget Sound clean-up on DNR-managed aquatic lands. 
• Provides confidential administrative support to the Division Manager and the Aquatics management team (i.e., Assistant Division Managers and Science Advisor). 
• Leads the day-to-day operations of the AQR Division in clerical and general matters, including operations that can only be accomplished while in the office. 
• Reviews Division Manager’s mail/voicemail/email/calendar. Responds directly or delegate to appropriate personnel for action. 
• Investigate operation methods and procedures in the various functional areas of the division, develop improved methods where needed, and provide direction and approval regarding the creation and implementation of process improvement opportunities. 
• Responsible for determining administrative practices and methods for the most efficient office procedures. 
• Writes and/or coordinates and tracks complex responses with the Commissioner’s office. 
• Writes or coordinates responses to DNR executive management and legislative requests. 
• Responsible for communicating on behalf of the Division manager, including division- and department-wide messages. 
• Assists in support of presentations, such as the Board of Natural Resources or the Legislature. 
• Coordinates the production of training/presentation materials to ensure availability for staff before events. 
• Research programmatic issues/opportunities as requested by the Division Manager. 
• Develops, coordinates, and/or participates in projects. 
• May represent the Division Manager and/or Assistant Division Managers at meetings. 
• Prioritizes division manager workload and manages calendars, arranges internal/external meetings using own initiative and judgment. 
• Tracks division manager involvement with contracts/agreements, authorizations of expenditures, assignments, correspondence, and other documents. 
• Monitors AQR Division personnel evaluation process. 
• Prepares internal and external division administrative correspondence. 
• Coordinates, attends, and takes minutes at regular management team meetings, and other division meetings/conferences; prepares agendas, arranges for equipment and travel needs.

• 3 years of experience supporting a manager and supervising the daily functions of an office, including as lead.
• Experience supporting hiring managers and maintaining confidentiality when working with sensitive personnel information.
• Experience establishing priorities, tracking projects, establishing deadlines, and holding staff accountable for assigned work.
• Excellent organizational and communication skills (verbal and written).
• Functions effectively as a team member.
• Working knowledge of:
  • Office organization, methods, and management principles.
  • Inventory control and records management.
  • Establishing office procedures, standards, priorities, and deadlines.
  • Office space allocation and planning.
  • Human resource policies and rules, i.e., civil service reform, collective bargaining units (WPEA/WFSE).
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.
• DNR Core Competencies:
  • Personal Accountability
  • Value Others
  • Compassionate Communication
  • Inspire Others
  • Commitment to Excellence

• This position is in an office setting located at the Natural Resources Building, in Olympia, WA. Demands of this job may require the employee to function away from their normal workspace, which may include other DNR facilities or state-owned aquatic lands. Must be able to occasionally lift and maneuver 30lb boxes.
• Travel for this position is minimal (less than 5%).

• Experience advising on specific courses of action, demonstrating awareness of potential impacts and liability, and developing consensus among parties.
• Demonstrated experience using professional judgment regarding the confidentiality of sensitive matters encountered within the course of business operations.
• Understands organizational structure and has experience functioning within a complex organization.
• Experience fostering working relationships within the division and among the division, executive management, other DNR organizations, other governmental entities, and the public.
  
  

• Apply online: at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications to the position and position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: at least three professional references with current telephone numbers– you may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (social security number, year of birth, etc.).
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at info@governmentjobs.com with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those communications.

• Safety and Well-Being —Our top priority is the safety of the public and our employees.
• Public Service —We value and respect the public we serve, and we value and respect the people of the Department of Natural Resources who step up to serve.
• Innovation and Creative Problem-Solving — We solve our state’s most pressing challenges through innovative thinking, dedication, and bold and creative vision.
• Leadership and Teamwork —We are committed to building leaders at all levels and building teams for success.

• Commitment to organizational health and wellness
• Work/life balance
• DNR Employee Resource Groups (Diversity, Equity and Inclusion Council, Women’s Employee Resource Group, Veterans Employee Resource Group, etc.)
• Statewide Employee Business Resource Groups, visit here to learn more
• Leadership that empowers and supports employees
• Professional development opportunities
• Educational and career development aid
• Public Service Loan Forgiveness Eligibility
• Opportunities to participate in wildland fire suppression assignments
• A comprehensive benefits package that includes employer contributions toward health insurance, paid holidays, retirement plans, sick leave, and vacation days. Visit http://careers.wa.gov/benefits.html for more information.

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