Administrative Assistant 3 – Aquatic Invasive Species – Admin Assistant 3 – Permanent – *08848-24

Title– Administrative Assistant – Aquatic Invasive Species 
Classification– Administrative Assistant 3 
Job Status– Full-Time/Permanent
WDFW Program– Fish Program – Administration Operations Division
Duty Station– Olympia, Washington – Thurston County

Learn more about being a member of Team WDFW!

This dynamic role plays a crucial part in the Fish Program – Aquatic Invasive Species (AIS) Unit, streamlining operations across three (3) sections and tackling a range of administrative projects. 

Key responsibilities include managing and analyzing critical data on Aquatic Invasive Species (AIS), responding to technical inquiries, and coordinating with staff to address policy and procedural questions. 

This role also involves hands-on data entry, supporting field staff, and ensuring field status information is up-to-date. 

What to Expect-

Among the varied range of responsibilities held within this role, the Administrative Assistant 3 will, 

Assist with ballast water and biofouling data entry and quality control:

• Support data management staff with back up data entry and quality control on ballast water arrivals, treatment, and discharge data.
• Assist with vessel tracking and tracking virtual inspection procedures as needed to support inspection and compliance staff.

Respond to public inquires and facilitate response with unit subject matter experts about European green crab, ballast water, and other aquatic invasive species:

• Answer phone calls and emails from public requesting information about AIS and WDFW activities.
• Assist with development and maintain a response decision matrix with WDFW subject matter experts and facilitate response to the public with subject matter experts when required.

Aquatic Invasive Species (AIS) database entry and reporting:

• Collect staff outreach and public response data for data entry into Access, Excel, Esri products, and other applications.
• Assist AIS staff with database queries and reporting for legislative reports, public updates, and professional conferences.

Staff check-in and check-out and office equipment inventory:

• Assist AIS unit supervisors and leadership with check-in and check-out safety procedures for field workers, including updating field staff calendars and other in-field tracking systems in collaboration with supervisors and field staff.
• Procure, inventory, suspend, activate, and assign AIS unit iPhones, laptops, and emergency communication devices.

Working Conditions: 

Schedule: Typically, Monday – Friday, 8:00 A.M. – 5:00 P.M. May be expected to adjust the work schedule to meet business needs. A flexible work schedule will be considered at the incumbent’s request, subject to supervisory approval. Telework options may be available.

Travel Requirements: Some travel is required and is typically local or regional to meet with clients, conduct business, or attend or provide training.

Qualifications:

Required Qualifications: 

High School Graduation or GED. 

    AND 

Four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping and accounting or general administrative work.

Please Note: Education may substitute, year-for-year, for the required experience.

Competencies: 

• Ability to type 50 words per minute.
• Ability to organize, coordinate, communicate clearly, complete varied tasks efficiently, and to have the initiative to complete work within job scope and due dates.

Preferred Qualifications:

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

• Proficient in Office 365 Suite including Excel, Outlook, Teams, and SharePoint.
• Proficient in editing and oversight of other co-worker’s calendars.
• Customer service experience in a virtual environment including phone and email.
• Familiarity with Enterprise Reporting.
• Strong communication skills including verbal and written communication proficiency.
• Demonstrated interest or experience in invasive species, biology, environmental management, and/or environmental regulation.

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 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 Elizabeth.Bullard@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 Elizabeth.Bullard@dfw.wa.gov and reference job 2024-08848

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