Job Description

The Opportunity This position reports to the Agency Operations Executive Assistant (Division Coordinator) in the Administrative Services and Director's Office divisions. This position provides direct administrative support for all five programs within the division: Administrative Regulations, Contracts and Procurement, Emergency Management Services, Enterprise Risk Management, and Facilities. It also supports the six programs in the Director's Office Division: Communications, Equity and Environmental Justice, Financial Services, Human Resources, Information Services, and Policy. Additionally, it serves as the backup procurement and supply specialist for the Information Services (IT) program. Division responsibilities include time keeping, payroll activities, travel coordination, report distribution, and invoicing. Agency-wide duties include mailroom operations coordination, Office Depot administration, surplus coordination, IT purchases, and secretary backup. Responsibilities Act as Time Keeper in Pisces; track employee leave, generate timesheets for payroll, and assist employees with timekeeping questions. Prepare and process invoices from division programs, acquire signatures, and submit to fiscal for payment. Coordinate and process retirement recognition awards and associated documents. Create employee ID cards, purchase orders, and track and reconcile division purchases. Maintain and update expenditure authority documentation. Perform scan and toss projects for the division. Provide clerical support on office staff projects. Sort and compile reports for supervisors and program managers. Review, verify, and approve cost spreadsheets for motor pool, Teams phone line inventory, cell‑phone invoices, PC lease reports, and send adjustments to Financial Services. Conduct supply inventory, order supplies from Office Depot, and maintain address book accounts. Respond to telephone calls, receive visitors, relay messages, and accept deliveries from vendors and customers. Distribute financial reports to programs and compose correspondence to internal staff and vendors. Serve as backup for the division Administrative Assistant in keeping intranet and internet up to date. Assist with reception backup coverage during breaks or absence of the agency receptionist. Answer multi‑line telephone, greet agency customers, receive deliveries of checks and cash. Oversee daily mail run: receive, sort, endorse, date stamp, and deliver mail; stamp checks and follow proper procedures. Notify staff of emergencies, unusual mail, and coordinate with DES. Monitor mail distribution during pick‑up and deliveries to divisions; provide customer service for mailroom deliveries. Monitor Business Reply Mail account and replenish funds via Financial Services. Order mailroom supplies and act as point of contact for mailing slips and electronic labels. Update mailroom binder with fee changes and keep staff updated on procedures. Track and audit vehicle mileage, process travel vouchers through TEMS, and assist staff with travel arrangements. Register employees for conferences and training; track documentation for travel authorizations and lodging requests. Oversee travel training for new employees and answer staff questions on travel processes. Respond to IT procurement requests, coordinate purchase orders via WSDA’s S&E system, enforce procurement policies, and provide input on policy updates. Review purchase requests, verify accuracy and compliance with state purchasing policies, and recommend alternative options where appropriate. Issue purchase orders, contact vendors for order correctness, delivery scheduling, and billing; resolve pricing issues and expedite orders. Contact vendors regarding late, short, or damaged shipments; negotiate settlements and revisit invoices. Determine if purchased goods are inventoried per WSDA policy; reconcile charging cards against bank statements and alert Finance of suspected fraud. Who Should Apply Three years of progressively responsible experience in office/clerical or administrative work. Skills in conducting research for specific work assignments. One year of mailroom and cash handling experience. One year in a leadership position. Employee Benefits A healthy work/life balance, flexible work schedules, and teleworking. WSDA provides a benefits package beyond traditional benefits, including Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, and Employee Recognition Leave. 12 paid holidays, vacation, and leave accruals. All required personal protective equipment (PPE) is provided by the agency. Equity at WSDA The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate authentically. We hire diverse talent that shares commitment to our Pro‑Equity Anti‑Racist (PEAR) strategic plan and our Healthy Environment for All (HEAL) Act implementation plan and ensure equal opportunity regardless of protected characteristics. Equal Opportunity Statement WSDA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, gender identity, sexual orientation, disability, veteran status, or any other protected characteristic under applicable laws. #J-18808-Ljbffr

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