DAHP needs a new Administrative Assistant!
A little bit about us:
The cultural and historic resources of a community tell the story of its past, a past that makes any single community distinct from all other places. From lumber mills to schools, sacred landscapes to archaeological sites, rustic cabins to office towers, our historic and cultural resources provide everyone with a tangible link to persons and events that have shaped our communities and ourselves. Preserving these physical reminders of our past creates a sense of place, the result being an environment that instills civic pride and community spirit.
By preserving significant cultural and historic resources, we are able to learn from past achievements (as well as mistakes) in order to improve, enrich, and even enliven, the Washington state that is passed to future generations. To learn more about the vision and role of historic preservation in the State of Washington, download our current Statewide Historic Preservation Plan (Download PDF reader) or request a printed copy.
What you will be doing:
You will be the primary support for the entire agency. You will serve as the sole principal assistant and report directly to the exempt Director and the State Historic Preservation Officer (SHPO) of the Department of Archaeology & Historic Preservation (DAHP). The support you provide will allow the SHPO to focus on executive managerial duties. You will be managing the SHPO’s calendar and coordinating, prioritizing, and monitoring the SHPO’s schedule to assure efficient use of the SHPO’s time. In addition, you will ensure agency policies and procedures on administrative issues are effectively communicated to staff and assist in complex projects, issues, and programs. You will arrange travel for staff and organize workshops and conferences. You will also exercise delegated authority on administrative matters and signature authority for, purchases, travel reimbursement, personnel data, equipment orders, and training requests. You will provide administrative support to other staff as requested.
Who we are looking for:
Someone that is self-motivated. You need to be able to switch gears and reprioritize as things come up. You need to be a good communicator as the liaison to staff and the public. You need to be interested in learning and growing and looking for new and better ways to accomplish tasks and goals.
Why you would want this job:
If you are interested in a wide variety of duties, this may be for you. Being a small agency, we have to wear a variety of hats. You won’t be bored as every day is different. If you enjoy prioritizing, organizing and are a people-person.
If you are passionate about Pacific Northwest History and Archaeology, this may be what you've been waiting for!Duties
Some of what you will enjoy doing will include:
Coordinates and provides administrative support to the State Architectural Historian for the Advisory Council on Historic Preservation (ACHP), and for SHPO awards to the Deputy State Historic Preservation Officer.
Prepares correspondence for the SHPO’s signature.
Compiles, analyzes, maintains and updates agency policy and procedures.
Attends planning meetings.
Coordinates meeting schedule with resource agencies, staff, and tribes.
Manages and tracks travel arrangements and the travel reimbursement process for the Director utilizing the Travel Expense Management System (TEMS).
Directs and manages travel arrangements by preparing in/out-of-state travel arrangements for staff that include: Hotel, flight, and vehicle arrangements, travel itineraries, coordinating training and conference registrations, etc.
Processes travel reimbursements.
As the agency’s human resources coordinator and liaison between DES Small Agency Human Resource Services, advises and consults with staff on matter related to payroll and personnel and coordinates with other departmental staff members; strategizes and problem-solves to resolve personnel issues; submits documents to prepare necessary paperwork for personnel actions; manages personnel records.
Responsible for basic personnel actions that includes processing personnel action requests, review and update position descriptions, monitor evaluations, assist in the recruitment process, and schedules interviews.
Tracks staff performance development plans.
Notifies ACHP members of meeting logistics and arrange lodging and process travel reimbursements.
Notifies certified local governments, and non-certified local governments, historical society, non-profits, and any interested persons or groups of nominations for the Washington Heritage Register and the National Register.
Responsible for logistics and refreshments; notifies state and local senators and representatives, the public, and the winning nominees of the SHPO award ceremony.
Responsible for reconciling VISA statements.
Qualifications
REQUIREMENTS:
Three (3) years of relevant administrative and reconciling work experience (equivalent education may be substituted for years of experience).
Demonstrated history of strong leadership competencies and high-level professional skills.
Demonstrated ability to draft, proofread, edit, compile and finalize official documents for director and senior managers.
Proficient and skilled in Microsoft Outlook, Word, Excel and Adobe Acrobat.
Excellent customer service skills
The ability to collaborate and contribute in a fast-paced team environment.
Ability to effectively communicate verbally and in writing.
Ability to solve problems independently, analyze and make effective decisions.
Ability to maintain strict confidentiality in the handling of confidential, proprietary and sensitive data and information involving stakeholders and vendors.
Ability to multi-task with frequent interruptions, working under pressure efficiently and effectively with competing priorities.
Ability to work independently with little oversight.
Demonstrated ability to establish and maintain respectful working relations with co-workers, colleagues, internal and external customers, ability to deal with others with tact, diplomacy and courtesy.
PREFERRED:
Bachelor’s degree in Business Administration, Public Administration or Financial related field.
Working Knowledge of State government organization and administrative procedures, federal and local government functions.
