EXECUTIVE RECEPTIONIST-ADMINISTRATIVE ASSISTANT

The Office of the Governor is a non-represented agency. If you previously have applied for a position with the Governor’s Office and are interested in this position, please reapply.

Special note: In accordance with WAC 357-19-195, employees who left classified service to accept exempt employment have the right to return to the highest class of position in which the employee previously held permanent status, or to a position of similar nature and salary, provided the employee was not terminated from an exempt position for gross misconduct or malfeasance.

The Governor of the State of Washington is the highest ranking elected official and head of the executive branch. This office has a fast-paced and exciting work environment.

Members of the office support the many varied responsibilities of the Governor’s Office (ensures laws are faithfully executed; ensures the safety of the state; serves as commander-in-chief of the Washington militia; appoints heads of departments, agencies and institutions; presents the state’s budget; addresses the Legislature at each session on the state of the state; grants pardons; signs laws (vetoes some); sets direction and priorities for the state, etc.).

The Executive Receptionist/Administrative Assistant is responsible for answering all incoming lines and receiving visitors in the reception area of the Governor’s Office. In addition, the incumbent performs a variety of routine to complex administrative support duties. This position ensures that the Governor’s Office is effectively represented in a professional, responsive manner.

DUTIES:

Responsibilities:

• Answer, screen, and/or transfer calls made to the Governor’s Office. The incumbent in this position will handle a wide variety of inquiries and callers. Some of the calls and inquiries can be very difficult and complex, requiring the use of sound, independent judgment and knowledge of the Governor’s Office and state government.
• Greet, screen, announce and/or refer all guests and visitors, including elected officials, walk-in clients, tour groups, and appointments with staff and the Govenror.
• Monitor staff schedules in order to accurately and effectively respond to calls or visitors.
• Maintain the Governor’s conference room schedule.
• Maintain the organization and arrangement of the Governor’s conference room.
• Responsible for providing administrative support in areas such as:
  • Ordering, tracking, organizing and maintaining the office supply inventory.
  • Coordinating office repairs, replacement of lights and relocation of furniture.
  • Coordinating, organizing and executing special events.
  • Serving as the point of contact for evacuations/fire drills.

QUALIFICATIONS:

Required qualifications

• At least three years of increasingly responsible experience in an office environment, preferably providing support to upper management and a team of professional staff.
• Self-initiative to anticipate needs and resolve problems.
• Excellent communication and interpersonal skills.
• Demonstrated commitment to exceptional internal and external customer service.
• Careful attention to detail.
• Demonstrated personal and professional integrity.
• Ability to maintain confidentiality.
• Ability to prioritize work, meet deadlines and manage multiple assignments simultaneously.
• Competency using Microsoft Outlook, Word, Excel, PowerPoint and Adobe Acrobat to generate high-quality correspondence, reports and general business documents.
• Experience responding to email and telephone messages on behalf of other staff or on behalf of an organization.

Preferred/desired qualifications

• Working knowledge of state government operations.
• Knowledge of proper grammar, syntax, formatting and spelling.
• Experience in navigating the Internet to find, research, and download information.
• Proficiency in using presentation software, such as PowerPoint, to create, edit and format advanced presentations.
• Experience with advanced program functions, such as forms and mail merge.
• Experience using Microsoft Excel to develop, create and modify spreadsheets.
• Experience using Microsoft Access for data entry and drafting data reports.
• Experience editing and maintaining a SharePoint site.
• Experience using software such as Microsoft Project to track projects.
• Experience in coordinating special events.

Core competencies

• Ability to learn quickly.
• Ability to maintain confidentiality.
• Ability to remain positive and productive in a stressful environment and during periods of fluctuating workload.
• Ability to work independently and as part of the team.
• Willingness to seek and follow direction.
• Demonstrated ability to solve problems using proven methods.
• Commitment to continuously improving processes.

SUPPLEMENTAL INFORMATION:

The top candidates will be contacted directly to interview for this position. Because the selection will be based on information provided by you, it is in your best interest to identify the knowledge, skills and abilities that address the mandatory and desirable qualifications described below.

Interested applicants should submit the following:

Please send completed application packets by mail, fax or email to:

Office of Financial Management

PO Box 43113

Olympia, WA 98504-0002

Email: ofmhr@ofm.wa.gov

The Office of the Governor is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, and ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply. Persons needing accommodation in the application process, or who wish to receive this job announcement in an alternative format, may call 360-725-0158 or the Telecommunications Device for the Deaf: 711 Relay.