Administrative Assistant 4 – Spokane

Description

About the Agency & Division:
The Washington State Patrol is committed to being an Equal Opportunity Employer and strives to foster an environment in which everyone is encouraged to be their authentic selves, communicate openly, and act with courage. The WSP is dedicated to promoting fair and equitable hiring, training, and promotional practices through innovative recruitment and retention strategies.

The Field Operations Bureau is comprised of eight districts that are responsible for traffic law enforcement, collision investigation, and motorist assists on 17,524 miles of state and interstate highways.  This position is assigned to District 4 which serves Spokane County.

Duties

The Administrative Assistant 4 is the principal assistant providing administrative support to Commander District and

the management team. The position is responsible for oversight of administrative operations within the District and ensures consistency with agency policy, procedure and local standard operating procedures. 

• Makes decisions for District Commander on administrative matters.  
• Facilitates work on behalf of the District Commander. 
• Signature authority in the absence of District Commander. 
• Represents District Commander at meetings. 
• Speaks on behalf of the District Commander at meetings, conferences, etc. on administrative policy matters. 
• Prepares briefing materials, reports, and other supporting materials to be used by the District Commander. 
• Serves as primary point of contact on behalf of District Commander. 
• Develop and maintain the District Commander's confidential administrative files. 
• Act as a liaison between District Commander and internal, as well as external stakeholders. 
• Directs and/or coordinates special projects. 
• Prepares annual reports and resolves contractual issues. 
• Conducts or supervises the preparation of studies or project summaries. 
• Coordinates with program mangers and budget staff in preparing request packages and budget related response to the legislature. 
• Participates in strategic and quality planning process. 
• Research federal and state regulations on behalf of the District Commander as they pertain to their scope of responsibility. 
• Develops budget estimates, monitors, and controls budgets from a variety of sources. 
• Participates in establishing short and long-term fiscal plans and performance goals. 
• Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts. 
• Coordinates space management including renovation and/or remodeling for administrative areas. 
• Approve funds to purchase equipment, and service orders. 
• Authorizes equipment repair/renovation. 
• Access and research vendors for services, contracts, and products. 
• Process purchase orders. 
• Coordinate and make travel arrangements; such as but not limited to, hotel and flight arrangements and maintain all necessary supporting documents. 
• May supervisor other staff. 
• Coordinate and facilitate the on-boarding and off-boarding of staff with all associated agency support departments. 
• Process employee confidential records. 
• Provide backup to other administrative assistants. 

The Washington State Patrol does not provide immigration sponsorship; therefore, applicants must possess work authorization that does not require employer sponsorship.

Qualifications

Required Qualifications:

• High School diploma or GED equivalent.
• Four (4) years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
  • An Associate's degree in Business Administration or related fields may substitute for two years of the required experience.

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities. 
• Opportunities to serve your community and make an impact through meaningful work.
• Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01.
• Qualification for the Public Loan Forgiveness Program.

Supplemental Information