This recruitment is open until filled. The hiring manager may make a hiring decision at any time. It is in your best interest to apply as soon as possible.
First review of applications will begin May 3, 2023. The agency may close this recruitment at any time if we receive enough qualified applications. If you are interested in this career opportunity, a prompt response is encouraged.
• *This position requires the employee to be physically in the office a minimum of four (4) days a week. (Fridays are telework-eligible).
Want to join a talented team and do work that saves lives?
Who we are:
Washington’s Traffic Safety Commission (WTSC) leads statewide efforts and builds partnerships to save lives and prevent serious injuries on our roadways for the health, safety, and benefit of our communities. Our small agency of just 27 employees manages Washington’s behavioral traffic safety programs having a direct impact on preventing impaired driving, distracted driving, speeding, and other high-risk behaviors that lead to traffic deaths and injuries. Join our team today to help make Washington’s roadways the safest in the nation!
What makes WTSC a great place to work?
• We save lives! Washington is a national leader in traffic safety.
• We create a positive organizational culture focused on inclusion and diversity.
• We use data-informed decision-making to identify disparities, reduce barriers, and promote equitable opportunities and outcomes, internally and externally.
• We are committed to the health, safety, and wellness of all staff.
• Our leadership empowers and supports employees.
• We offer and support family-friendly mobile and flexible work schedule opportunities, as well as an infant at work program.
• We value and offer mentorship and training opportunities to develop your professional skills.
• Our office is in beautiful downtown Olympia, just minutes from the Capital campus.
As state employees, we enjoy a comprehensive benefit package that includes employer contributions toward health insurance, paid holidays, retirement plans, sick leave, and vacation days. Visit http://careers.wa.gov/benefits.html for more information.
What you will be doing:
This position interacts with and provides general assistance to all divisions in the agency. The position provides administrative support to the Administrative Services Director and provides fiscal support to the Finance Director and Fiscal Analyst. The position works with Program Managers to ensure accuracy of invoices submitted for federal grants. The Office Assistant performs detailed work and solves problems by selecting from established procedures.
Some of what you will enjoy doing includes:
• Agencywide support and assistance.
• Answer the main phone line and assist callers, transfer phone calls to appropriate staff for assistance, or refer calls to other agencies.
• Provide clerical assistance to office staff, including data entry, filing, scanning documents, letter preparation, and proofreading of documents and reports.
• Assist with the coordination and preparation of meetings, including determining dates and sending meeting invites, securing conference room reservations, preparing signage, and room set-up.
• Coordinate and prepare appropriate forms for purchase of light refreshments during meetings (adhering to agency policy and state regulations). Attend meetings to ensure Teams meeting recording has been started if meeting is to be recorded, distribute agendas and meeting handouts, record action items, and save meeting recording when requested by meeting organizer.
• Determine the need for, order, receive, and maintain all office supplies, janitorial supplies, and equipment (following DES policies related to purchasing).
• Assist with preparation and maintenance of all records center documentation related to box transmittals to and retrieval from the State Records Center.
• Assist with onboarding and orientation of new employees.
• Serve as first point of contact for WTSC’s email marking software – EMMA -- used by the agency to manage the e-mail distribution lists. Assist users with set-up and configuration of the email distribution list to meet their specific needs.
• Assist the Finance Director and the Fiscal Analyst 5.
• Using an Excel spreadsheet, track invoices received/forwarded via email or regular mail by a Program Manager and create an electronic invoice in the WTSC Enterprise Management System (WEMS), under the correct grant.
• Assist the Finance Director with processing agency-wide invoices. Review all High Visibility Enforcement (HVE) invoices and backup documentation for accuracy. Code and process invoices for payment in AFRS.
• Arrange travel for staff, agency grantees, and/or partners, including securing flights, rental cars, and motor pool vehicles, following state travel regulations and agency policy.
• Match travel documents with the Business Travel Account and research discrepancies when needed. Receive, log, and process incoming checks. Assist higher-level fiscal staff with summary information and analysis of records and reports. Create invoices in WEMS, scan, and upload back-up documents for invoices received from non-grantee vendors.
• In WEMS, provide support to internal and external customers, including but not limited to, invoice entry and review, data updates, password re-sets, notification letters, and status updates.
• *Travel may be required for occasional conferences, trainings, and/or off-site meetings that may be over night.
High School diploma or GED certificate (experience may substitute for education).
AND
Two years of clerical experience.
AND
• Ability to edit and proofread documents.
• Experience securing travel reservations for others.
• Experience with Outlook and scheduling meetings for others.
• Capable of multi-tasking.
• Strong interpersonal skills.
• Experience with Outlook, Word, Excel, and PowerPoint.
PREFERRED
• Experience with The Learning Center.
• Experience working with the State Records Center.
• Experience responding to Public Records Requests.
• Experience processing invoices for payment.
• Experience with AFRS.
• Familiar with SAAM.
• College level Accounting.
• Familiarity with EMMA email marketing software.
Please attach the following documents to be considered. Failure to include all documents may result in not being considered for the position:
• A letter of interest that shows your personality and voice to describe why you would be a successful candidate and how you meet the specific qualifications for this position.
• A current resume detailing experience, and education.
NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section of the application. Please do not say “refer to resume” for detail or your application may be disqualified.
Conditions of employment: COVID Vaccination Requirement: Governor Inslee’s Directive 22-13.1, state employees must be fully vaccinated against COVID-19. Providing proof of being fully vaccinated is a condition of employment and your vaccine status will be verified prior to starting work. Being fully vaccinated means two weeks after you have received the second dose in a two-dose series of a COVID-19 vaccine or a single-dose COVID-19 vaccine authorized for emergency use, licensed or otherwise authorized or approved by the U.S. Food and Drug Administration or listed for emergency use or otherwise approved by the World Health Organization. Please note that any offer of employment is contingent upon you providing verification of your vaccine status, having an approved medical accommodation, or having an approved religious accommodation. No start date will be approved until you have either verified your vaccine status or have an approved accommodation.
Please do not attach your vaccination verification to your application as it will be removed. Details on how to proceed with verification or accommodation will be provided once a conditional offer has been made.
Opportunity for All:
The Washington Traffic Safety Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. Qualified applicants with criminal histories will be considered consistent with applicable federal, state, and local laws.
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.
Contact Information:
For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at (360) 407-8446 or email
[email protected].
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.