Administrative Assistant 3 - Wenatchee - State of Washington : Job Details

* This posting is specific to the Wenatchee area. This part-time role is anticipated to be 60% of full-time hours, with the hours/days to be decided based on office needs.

Application review will begin on December 18, 2024, and you are encouraged to submit your application materials as soon as possible. The hiring manager reserves the right to close the posting at any time once a selection has been made.

Be valued. Be challenged. Build a career.

At the State Auditor's Office, we are working together to make a real difference in how government operates. We are always looking for new ideas to ensure our work provides value to the clients we serve, and we take pride in the services we perform for the governments and for the people of Washington. We are committed to building and maintaining a workplace environment that is collaborative and supports all employees as we effectively carry out the agency's mission. This includes ensuring inclusion and equity throughout the agency, while embracing the individual differences of our employees and clients. We believe that diverse perspectives and backgrounds are fundamental to doing our best work. With 15 offices statewide, 400 positions and important work to do, we always welcome talented people to join our team. Get to know us! We share more about who we are and what we do on social media, using the hashtag #WeAreSAO and on our website at: Current Openings and Internships - Office of the Washington State Auditor.

A job and benefits that support a healthy work/life balance. The Washington State Auditor's Office (SAO) prides itself in offering flexible schedules and a hybrid work environment that helps our staff balance work and life. We also offer a comprehensive package of health and wellness benefits to employees, including:

* Full benefits package. Click here to learn more.

* Paid vacation, sick leave, and holidays.

* Educational and professional certification reimbursements

* An agency-wide commitment to diversity, equity, inclusion, and respect in the workplace.

We are looking for an Administrative Assistant 3 to support our Wenatchee audit team.

This position reports directly to the Audit Manager of Team Wenatchee and is primarily responsible for facilitating the daily administrative duties and audit support of Team Wenatchee.

This role provides administrative assistance, and responsible for higher-level administrative duties of a substantive nature that are appropriate to be performed by managers but have been delegated to the administrative assistant to perform with delegated authority including but not limited to; interpret and apply administrative policies; develop, implement and document procedures to ensure compliance with policies; coordinate personnel administration including recruitment, new hire orientation, and payroll; ensure adequate supplies and equipment in compliance with budget and policy guidelines; serve as liaison between Audit Managers and other staff.

Team Wenatchee is one of 17 local audit teams within the Office of the Washington State Auditor and is responsible for conducting audits in Chelan, Douglas, Grant, Okanogan, and Ferry Counties. We perform accountability, financial, and federal grant compliance audits for a wide variety of agencies both large and small, most of them preparing their financial statements on BARS Cash Basis.

We strive to establish and facilitate positive working relationships with our audit clients and to provide them with valuable recommendations for improvement. At the same time, we promote team camaraderie, and an encouraging atmosphere dedicated to supporting each other's growth and development.

Essential functions of an Administrative Assistant 3 ($19.98 - $26.62/hr):

Administrative Assistance to assigned Audit Management: With delegated authority, performs higher level administrative duties which assist the manager in the coordination and management of personnel and audits to meet organizational goals, objectives, and deadlines. Some examples of duties are as follows:

* Acts as liaison between the Audit Manager and staff members by transmitting audit preparation material to auditors, maintaining status reports, and communicating information between staff and Audit Manager.

* Assists the staff members of Team Wenatchee and other assigned teams, attending to questions and requests to provide them information, help with their work, and office support.

* Reviews each team member's monthly time summaries and travel vouchers, works with staff to obtain accurate documentation, fixes timesheet errors, and monitors the use of leave.

* Reviews job applications, coordinates and schedules interviews with applicants, organizes and maintains information about applicants for future reference, and works with Human Resources in Olympia to obtain and provide information about the candidates.

* Acts as custodian for the team's purchase card, maintaining supporting documentation and completing the required monthly reconciliation for Financial Services.

* Review, reconcile and act as the custodian for team recognition items which may include assisting with procuring gift cards and/or small recognition gifts.

* Assists in the preparation and review of the Audit Manager's correspondence. Answers questions from managers about proper wording, grammar, spelling and vocabulary for audit reports, findings, and formal SAO correspondence.

Human Resource and Payroll Assistance: Serves as primary point-of-contact and support to all staff members. Independently performs a variety of complex clerical projects and assignments to promote smooth office operation. Some examples of duties are as follows:

* Provide new employee orientation to the office, computer equipment, time summaries, administrative guidelines and other essential areas and providing them with minor direction.

* Review and process staff time summaries, leave slips, and travel vouchers for accuracy, completeness and in accordance with team level processes; assist staff in correcting errors; submit to fiscal and maintain file copy.

* Ensure required documents are sent to Human Resources and file copy retained.

Assists Supervisors and Staff with their audit work:

* Set up TeamMate files.

* Assists with the management of TeamMate files, sending finalized audits to be archived, transferring files in the system, and working with LGS to clear up issues.

* Reviews local news periodicals for information relevant to upcoming audits. Informs managers of any vital media matters and forwards SAO-related news articles to the Communications Manager in Olympia.

* Assist with data input as needed on the team level.

* Coordinate record retention and destruction.

* Assist auditees and citizens with concerns and information inquiries.

Administrative Assistance to Team:

* Coordinates and schedules facilities and equipment for staff meetings and training.

* Serves as the primary contact person and office liaison for all vendors and property managers.

* Make travel arrangements for staff traveling out of town for long term audit assignments.

* Maintain smooth office operations and independently manage and prioritize duties to maintain efficient workflow.

* Serves as the safety coordinator for the team. Trained on emergency preparedness, and carries a certified First Aid & CPR/AED Card.

* Oversees all aspects of office organization.

* Performs all tasks and responsibilities related to the duties of Administrative Assistant including answering the phone and greeting visitors, filing, faxing, scanning and photocopying, distributing mail overseeing records retention and destruction, ordering, receiving and maintaining supply inventory, ensuring that all office machines are in proper working order, acting as the contact for staff regarding computer maintenance needs, maintaining computer needs, and ensuring that the needs of all staff are met.

* Maintains computer/peripheral equipment for the team, including ordering and inventorying.

* Updates audit inventory spreadsheets and reconciles them to TABS.

Required Competencies

Knowledge of office procedures and practices; research methods and data collections; communication and correspondence practices;Ability to work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.

Preferred/Desired Competencies

High school graduation or GED;

AND

Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work. (Formal education will substitute year for year for experience.)

Judgment: Gathers data and others' input when making decisions. Balances analysis, wisdom, experience, and perspective when making decisions. Finds solutions that are acceptable to diverse groups with conflicting interests and needs. Weighs the pros and cons of each option before making a decision and moving forward. Makes necessary decisions even when information is limited or unclear.

Advanced Spreadsheets: Demonstrates technical knowledge and skill in using spreadsheet software, such as Microsoft Excel, to develop, create and maintain complex spreadsheets.

Customer Focus: Builds and maintains internal and external customer satisfaction. Addresses customer needs as a priority; continuously seeks to improve the quality of services, products and processes.

Using Personal Computers: Using personal computers, including hardware such as keyboards and software such as word processing and other programs, produces timely and accurate work products that fully satisfy the demands of the assignments.

Verbal Communications: Effectively expresses ideas and information, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience.

Word Processing: Demonstrates technical knowledge and skill in using word processing software, such as Microsoft Word, to create documents using columns and tables, set multiple margins and tabs within the same document, and use functions such as mail merge to create form letters.

Written Communication: Effectively conveys ideas and information in writing using language that is professional and appropriate to both the complexity of the topic and knowledge of the reader.

To be considered, applicants must submit a completed application and cover letter detailing how you meet the competencies of this position. Resumes are appreciated. Incomplete applications may not be considered.

If you are a US Veteran and would like to apply for Veteran's Preference, attach a copy of Form DD214 military record showing honorable discharge.

Questions about this recruitment may be directed to the applications unit at [email protected].

Our Commitment to Diversity and Inclusion

We are committed to building a team with a variety of backgrounds, skills and ideas in order to carry out the agency's mission today and in the future. This includes ensuring every member of our team feels valued and supported. We encourage you to join us.

The Office of the Washington State Auditor is an equal opportunity employer.

Persons with a disability, who need assistance in the application or testing process, or who need this announcement in an alternative format, may call (564) ###-#### or via the telecommunications relay service by dialing 7-1-1.