Job Information
Washington State Job Bank Administrative Assistant in Olympia, Washington
OFBE Administrative Assistant 2 (AA2) Salary: $3,239.00 - $4,299.00 Monthly
Responsibilities: Agency mail distribution * Receive, sort, and distribute all DNR mail that passes through the Natural Resource Building, including all FedEx and UPS deliveries. Understand United States Postal Service (USPS) and Consolidated Mail Services (CMS) requirements, regulations, and procedures for accurately processing agency outgoing mail; and review outgoing mail for appropriate and properly completed mailing instructions. Maintain mail center supplies and prepare bulk mailing envelopes for outlying offices. *Cash receipting Process all payments received at the NRB, this includes: identifying all incoming mail that may contain a payment to DNR, opening, verifying, and endorsing all payments received; recording in NaturE all funds received in Olympia from customers paying with check or equivalent, cash, journal voucher, EFT, etc. Closing out the daily receivables journal by reconciling the system log with actual financial documents. Payment Batch Checking, Finance Office Document Filing, and Warrant Distribution/Mailing Payments - retrieve and print accounts payable and accounts receivable vendor remittance advices and warrant registers reports from email. Process the warrants according to instructions. File all payment batches and supporting documentation according to established Finance methods. Finance Journal Vouchers - File all journal vouchers and supporting documentation according to established Finance methods. Assist Finance Management Team Can include coordination of OFBE events, managing current projects at the direction of the Finance Manager or Deputy Finance Manager, relieving the AA4 front desk duties for breaks and absences, and other duties as needed. Perform administrative support for the Office of Finance by assignment, independently researching, preparing, analyzing, and assembling data for special projects. Establish and follow administrative policies, procedures, and methods for the Finance Manager and Deputy Finance Manager, and offer assistance to office staff to ensure work assignments are accurately and timely met. Keep the Finance Manager informed of significant and important items requiring review and action; call attention to deadlines and goals; and follow through to ensure deadlines and customer service needs are met. Ensure provision of high-quality customer service to both the public and OFBE. Approve TARs and travel reimbursement requests in the absence of the Deputy Finance Manager. Financial Records Management Assist AA4 with archiving Finance documents according to the records retention schedule. Pull records for records requests as needed.
*Required Qualifications: *
- High school diploma or G.E.D. equivalent.
- One year of experience doing clerical or office work.
- Experience handling and organizing multiple assignments, competing priorities, and urgent or stressful situations in a fast-paced work environment, while producing accurate and timely work products.
- Strong organizational skills.
- Knowledge of basic administrative procedures; office practices; correspondence preparation; State and departmental policies; management procedures and practices.
- Demonstrated ability to provide excellent customer service.
- Proficient in typing and use of standard computer software (Microsoft Office, Word, Excel, PowerPoint, Teams, Outlook, etc.).
- Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.