Description

Apply Early! First review of applications begins 10/12/2022.

At the Department of Commerce (Commerce), we are creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our work. Commerce works with local governments, businesses, community-based organizations and Tribes to strengthen communities. Commerce’s diverse portfolio of more than 150 programs and effective public and private partnerships promote sustainable community and economic development to help all Washingtonians thrive.

The Office of Economic Development and Competitiveness (OEDC) partners with local, regional and international economic development agencies, companies, site selectors and decision makers to strengthen communities and grow Washington’s economy through increased exports, investment, retention and expansion.

This Office Assistant 3 works within OEDC and is responsible for specific tasks within the division’s programs, and provides the first point of contact for the Seattle Commerce office. This position is responsible for meeting and greeting all visitors, managing the main phone line with assisting and/or directing calls accordingly, processing all travel requests and reimbursements for OEDC staff, and managing all incoming/outgoing domestic/international mail.

Note: The salary listed does not include the additional 5% for the Seattle location.

This posting may be used to fill other vacant positions within 60 days once position is filled.

Duties

This Office Assistant 3 performs professional level duties requiring substantive knowledge of a variety of regulations, rules, policies, procedures and processes to support and ensure the division meets critical deadlines and goals. Here are some of the duties performed in this support role.

Seattle Office Reception Desk Coverage

• 
  Answer and manage the main phone multi-line system for the Seattle office.
• Provide in person reception to a diverse range of customers.
• Provide communications to a diverse staff and respond to public inquiries.
• Open and close main lobby area of Seattle office.
• Provide support for preparing meeting rooms, including setup of equipment and arranging for refreshments as required.
• Coordinate with the Westin Building Security staff for entry of visitors.
• Assist Operations Manager to respond to maintenance requests and/or any facility related issue.

Administrative Support and Program Management

• Provide daily assistance to the Finance & Grants Unit and Contracts Team as a whole (approximately 10 FTEs).
• Review, verify, and manage DocuSign tracking system, and CMS A19 tracking for the whole division.
• Maintain all tracking systems for the Contracts Team.
• Maintain desk manual and procedures.
• Seattle Motor Pool Vehicles – Assist with maintenance, entering mileage usage tickets, calculate and report monthly budget code percentages according to usage, and manage calendars, folders and tracking.
• Pick-up, sort, disburse and send mail, both domestic and foreign.
• Maintain the postage machine and order reserve postage when required.
• Meeting/Conference Coordination – Assist with facility planning, reservations inside and outside of building for staff, work groups and committee meetings, arranging payment of fees and preparation of materials.

Procurement and Accounts Payable/Receivable

• Preparation of accounts payable documents.
• Prepare requests for payments (A19s).
• Serve as backup for preparation and input into the purchasing request system (CTED Purchasing), with final approvals to the Finance & Grants Services Manager.
• Assist managing monthly Enterprise reports for division-wide grants and contracts.
• Contract Management System (CMS) entry and file maintenance for contract payment.

Travel Duties

• Prepare, coordinate and track all OEDC Travel Authorization memos and various required memos and documents appropriate for travel requests.
• Process domestic airfare via EasyBiz as needed.
• Maintain Travel Authorization folder on the Q drive with copies of all forms and documentation associated with each travel request

Qualifications

Required Qualifications:

• 
  High school diploma

AND

• Two years of clerical experience

Preferred/Desired Qualifications:

• Excellent written and verbal communication skills.
• Able to work with and keep confidential issues of a sensitive nature.
• Attention to detail, ability to track and complete multiple projects for a diverse workgroup.
• Ability to be responsive to the needs of several staff within the agency and division
• Ability to positively communicate and negotiate realistic timelines that may differ from others’ expectations.

Supplemental Information

To be considered for this position the following are needed:

• 
  A complete and detailed online application
• A Cover letter (enter online);
• At least three (3) professional references (enter online).

This position is covered by a collective bargaining agreement

The initial screening will be solely based on the contents and completeness of your application. All information may be verified and documentation may be required. For questions about this recruitment, please contact Jose Dominguez at 360-810-0182 or jose.dominguez@commerce.wa.gov.

Work Location is in Seattle, WA
This position is located in Seattle, Washington. You will work with your supervisor to identify an appropriate work schedule and balance. However, it is anticipated that interviews for this position will be held using virtual videoconferencing.

Important Notice
Per Governor Inslee’s Proclamation 21-14 (Download PDF reader) , state employees must be fully vaccinated prior to your first day of employment. Your vaccine status will be verified prior to an offer of employment. Please reach out to Human Resources Specialist Jimmie Wimberly at jimmie.wimberly@commerce.wa.gov if you need information on medical or religious accommodation.

Additional Information:
The Washington State Department of Commerce 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, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may call Human Resources at (360) 725-2650. 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.