Some of the duties include:

Provide direct support to the Deputy Director:

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  Maintenance of calendar to include scheduling meetings and communicating and resolving scheduling conflicts
• Drafting, revision, and finalization of correspondence following Plain Talk guidelines, exercising signature authority as needed
• Coordination of travel arrangements and preparation of reimbursement requests
• Review of completed travel vouchers and travel requests of direct and indirect reporting staff
• Support to ensure awareness of internal and external deadlines, action items, and relevant business needs are prioritized, managed, and completed appropriately
• Support of DES in the preparation and execution of personnel actions to include, but not limited to, onboarding, offboarding, and appointment of staff
• Drafting, revision, and finalization of policies and procedures, as needed
• Investigation of operating methods and procedures in determination of improvements
• Attendance at designated meetings to include speaking on behalf of the Deputy Director
• Taking lead on special projects, as assigned, to include but not limited to, drafting and revising presentations and requesting, tracking, compiling, summarizing and disseminating information related to special projects
• Provide backup support to the EA which can include direct support to the agency Director

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  Assistance and communications to visitors and callers to the agency
• Response to and appropriate forwarding and tracking of responses to emails received in individual and OMWBE group inboxes
• Communication of updates to staff and responses to requests for additional information
• Completion of, or assistance to staff with, travel arrangements to include the online Motor Pool System, lodging, flight, rental vehicle, meals, advancements, reimbursements in adherence to state and agency travel policies
• Shipment, receipt, dissemination, and storage of mail and packages
• Ordering and tracking of office equipment, furniture, and supplies
• Submittal of requests and tracking of facility access for new employees, facility access termination for former employees, IT assistance, equipment, SCAN long distance numbers, and ID badges

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  Design and coordination of office space layouts
• Administrative representation at monthly tenant meetings with updates provided to Supervisor
• Submittal and tracking of work orders and requests for facility housekeeping, safety, maintenance, and repairs
• Submittal of surplus requests and coordinating pick-up of surplus items
• Management of office keys to include logs, key assignments, key returns, and lock changes
• BEARS maintenance to include ordering, assigning, canceling, and receiving access key cards
• Maintenance of office lease records and renewals

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  Support for DES in preparation of accounting reports and budgeting information
• Research, data collection, and calculation of subdivision fees
• Collaboration with DES/SACS in review of, clearing of discrepancies, and payment for goods, services, invoices, political subdivision billings, facility and telecommunication maintenance and repair, and other expenses
• Collaboration with DES/SACS to prepare warrants for application refunds, payments vendors, contract payments, etc
• Review and maintenance of payroll attendance to include necessary revisions and overtime files
• Review, maintenance, and clearing of discrepancies of Time and Attendance Reports (TAR) files, to include receipt and tracking of approved TARs from subdivisions
• Review of, coding, and processing of invoices and bills on A-45 and expense reimbursements for staff using A-19
• Preparation of deposits using A-45 to SAFS and processing of cash receipts
• Scheduling and minutes/notes for quarterly finance meetings with appropriate OMWBE and DES staff
• Review, verification, and submittal of scheduled and requested reports to DES/SACS such as Attendance Reports (bi-monthly), payroll journals (bi-monthly)
• Purchasing and tracking of brochures, forms, and business cards via the online DES MyPrint.
• Ordering, safeguarding, and proper/approved use of purchase and travel cards through mandatory use contracts and OMWBE-certified firms
• Maintenance and tracking of purchase card log and receipts and reconciliation of purchase card receipts and invoices

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  Participation in and/or support various committees, departments, and task forces representing the agency mission, vision, and values as needed
• Outreach events to include planning, registration, sponsorship, advertisements, and inquiry responses
• Other special projects and tasks assigned as needed
• Back-up to the Executive Assistant when needed

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  Expert level proficiency with Microsoft Office Products, specifically Outlook, Word, Excel, PowerPoint and Internet navigation.
• Working knowledge of TEMS, SAAM, A45’s
• Ability to demonstrate and uphold OMWBE Values

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  Experience in the creation of policies, procedures and manuals that guide agency practices.
• CDP (or equivalent)
• Bilingual

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  A letter of interest that shows your personality and voice to describe why you are the successful candidate and how you meet the specific qualifications for this position
• A current resume, detailing experience, and education
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

• COVID Vaccination Requirement: Per Governor Inslee’s Directive 22-13.1, state employees must be fully vaccinated. 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 reach out to the HR Office at HRVV@des.wa.gov if you need information on medical or religious 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.