Apply on Employer Site

NEOGOV · 15 hours ago

ADMINISTRATIVE ASSISTANT 1

Walla Walla County - Walla Walla, WA

Full-time

Onsite

Entry Level

$3,936/mo - $5,213/mo

2+ years exp

NEOGOV is seeking a highly motivated and qualified individual for the position of Administrative Assistant 1 at Washington State Penitentiary (WSP), located in Walla Walla, WA. This role involves providing administrative and technical support to supervisors or staff members, aiding in daily administrative tasks, and performing various office duties to ensure efficient operations.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Providing administrative and technical support to supervisors or staff members

Aiding and relieving the supervisor or staff members in their daily administrative tasks

Performing duties that require independent planning, organization, and prioritization of work

Greeting visitors

Scheduling appointments and meetings

Answering phones and emails

Coordinating office operations

Monitoring budget status

Purchasing supplies

Developing travel itineraries

Taking notes during meetings

Creating correspondences

Compiling various reports and data

Maintaining databases, filing systems, and office records

Establishing office procedures, standards, priorities, and deadlines

Maintaining departmental Order Tracking Database to ensure appropriate flow of supplies to department shops

Producing accurate receiving reports for accounting on products received

Coordinating with WSP Supply Tech’s the payment for services or materials received

Communicating and working closely with DOC Accounts Payable to assure invoices are paid in a timely manner

Researching current and archived Purchase Orders as requested

Assisting in monitoring budget of fiscal records

Answering and directing trouble calls accordingly

Tending to office needs such as office supplies, copying toner and paper, shred bin

Serving as intermediary between WSP staff and Engineer supervisors for call in’s, concerns or issues on trouble calls

Ensuring janitorial workers are keeping the office clean and tidy

Updating of Policy and Operational Memorandums

Forwarding emails to Facility Manager and Plant Managers as needed

Assigning fiscal codes to facilitate proper financial management of funds

Attending and providing clerical support to managerial meetings

Calculating monthly inmate payroll when payroll deadline occurs

Assisting in budget matters as requested by Facility Manager or Plant Managers

Reviewing the work of professional staff to ensure that input/output is in conformance with laws, rules, policies, procedures and standards

Explaining and interpreting rules, policies, and operating procedures

Scheduling meetings, classes, and appointments

Coordinating the supervisor's and staff members' work commitments

Coordinating work of unit with that of other areas

Providing administrative support to supervisor

Keeping supervisor’s calendar

Making travel arrangements

Screening, prioritizing, and distributing mail

Transcribing minutes

Screening calls and visitors

Keeping supervisor informed of significant and important items

Obtaining information from staff members

Relaying assignments, calls attention to deadlines, and obtaining progress reports

Maintaining frequent contacts for supervisor with public and private executives

Drafting correspondence, statistical memoranda and reports

Assembling and summarizing information and data for use by supervisor

Receiving and screening public by telephone and in person

Making appointments; arranging for transportation and accommodations

Reading and distributing incoming mail

Reviewing and retaining more important various correspondence for own or supervisor's attention

Proofreading outgoing mail prepared by others

Setting up and maintaining files of correspondence and records

Preparing agenda for meetings; notifying attendees; attending meetings, taking notes, and preparing minutes

Performing portions of professional level assignments

Assisting in the preparation of budget estimates from historical data and planning information

Representing supervisor at meetings; speaking on administrative and/or policy matters

Generating equipment and supply orders for Engineering Department Shops using PRE-ESR form

Maintaining the Order Tracking Database and ensure proper ordering, tracking and shipment

Qualification

Microsoft OfficeOffice AdministrationBudget MonitoringData EntryCommunication SkillsTeamworkOrganizational Skills

Required

High school diploma or GED equivalent

Two (2) years of increasingly responsible office experience requiring keyboarding or typing

Preferred

Ability to work independently, as well as part of a team

Coordinates with others inside or outside the organization to share information, makes decisions, arranges for services or other assistance, and/or implements solutions to problems or complaints

Relays messages and instructions from supervisor(s) to others in a timely and professional manner

Demonstrates skills in communicating clearly, accurately and concisely

Demonstrates the ability to organize and prioritize

Uses positive and professional interpersonal and communication skills

Knowledge and experience with Microsoft Office software Outlook, Word, Excel and Access