Administrative Assistant 4 - Olympia (WSP Internal Applicants Only)

About the Position:This position acts as the primary administrative assistant and reports directly to the Assistant State Fire Marshal who serves as the Division Commander for the Fire Prevention Division. The position is responsible for coordination and oversight of all administrative functions within the division: provides a high degree of support and guidance to the program and supports staff to ensure compliance with agency administrative requirements including correspondence, supply orders, records retention, bill processing and payments, mail processing, and public disclosure requests. This position is also regularly tasked with drafting, reviewing and completing written correspondence, tracking of division projects, and other duties assigned.This position works closely with the Fire Protection Bureau’s Confidential Secretary to ensure strict adherence to the Correspondence Manual and assisting with the completion of bureau level projects and assignments.This position is expected to exercise independent judgement to accomplish assignments within established timelines, solve problems as they arise, and maintain adherence to administrative support procedures, department policies and procedures, and established office methodologies. The position conducts research and collects data, performs data analysis, and develops operational procedures and guidelines for the Fire Prevention Division. The position compiles management reports, to reflect efforts toward achievement of divisional goals and objectives as outlined in the agency’s strategic plan. The position maintains and tracks division contracts, acts as liaison with Budget and Fiscal Services, Property Management Division, Human Resource Division, other bureaus and division, external agencies, and the public on a day-to-day basis.About the Division:The Fire Prevention Division is active in providing a variety of Fire Protection services including all risk mobilization, fire inspections on licensed care facilities, plan review of schools, data collection, analysis, hazardous materials training, and the licensing and certification of the fire sprinkler, fireworks, and cigarette industries to both public and private sectors. These sections provide planning, training, and technical assistance for firefighters and emergency responders who are mobilized for statewide emergencies such as hazardous materials, earthquakes, nuclear facilities, as well as other high-risk situations.About the Agency:The WSP actively supports Diversity, Equity, Inclusion in the workplace, and is an Equal Opportunity Employer. The WSP strives to create and foster an inclusive culture inspiring everyone to be their authentic selves, speak openly, and be courageous. The WSP continues to focus on equitable hiring, training, and promotional practices and policies through innovative recruitment and retention solutions. Partnering with our communities helps the WSP provide the best in public safety services now and into the future.Responsibilities:• Makes decisions for Division Commander on administrative matters.• Facilitates work on behalf of the Division Commander.• Signature authority in absence of Division Commander.• Represents Division Commander at meetings.• Speaks on behalf of the Division Commander at meetings, conferences, etc. on administrative policy matters.• Updates policies in regards to procedures for administrative matters.• Prepares briefing materials, reports, and other supporting materials to be used by the Division Commander• Serve as primary point of contact on behalf of Division Commander.• Develop and maintain the Division Commander's confidential administrative files.• Act as liaison between Division Commander and internal, as well as, external stakeholders.• Directs and/or coordinates special projects.• Prepares annual reports and resolves contractual issues.• Conducts or supervises the preparation of studies or project summaries.• Coordinates with program managers and budget staff in preparing request packages and budget related response to the legislature.• Oversee legislation development.• Participates in strategic and quality planning process.• Research federal and state regulations on behalf of the Division Commander as they pertain to their scope of responsibility.• Develops budget estimates, monitors, and controls budgets from a variety of sources.• Participates in establishing short and long-term fiscal plans and performance goals.• Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts.• Coordinates space management including renovation and/or remodeling for administrative areas.• Approve funds to purchase equipment, and service orders.• Authorizes equipment repair/renovation.• Access and research vendors for services, contracts, and products.• Process purchase orders.• Coordinate and make travel arrangements; such as but not limited to, hotel and flight arrangements and maintain all necessary supporting documentation.• May supervise other staff• Coordinate and facilitate the on-boarding and off-boarding of staff with all associated agency support departments• Process employee confidential records• Provides administrative input and support to the designated staffRequired Qualifications:• Must possess a valid, unrestricted Washington State Driver's License or able to obtain one within 30 days of employment.• High school graduation or GED equivalent.• Four years of progressively responsible experience in office/clerical, secretarial, or general administrative work.• An associate degree in business administration or related field may substitute for two years of the required experience.• Working knowledge of communication and correspondence practices. Writing, proofing, and editing skills requiring knowledge of proper English and grammar and ability to edit and proofread documents using plain talk principles.Conditions of Employment:• Successful completion of a pre-employment polygraph examination and background investigation.• You must submit a current cover letter, and unofficial transcripts (high school/ GED and/ or college) when you apply.Why work for the Washington State Patrol?• A healthy life/work balance by offering flexible schedules and telework options for most positions.• Infants at Work Program based on the long-term health values of infant-parent bonding and breastfeeding newborns.• Continuous growth and development opportunities.• Opportunities to serve your community and make an impact through meaningful work• Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01• Qualification for the Public Loan Forgiveness Program.This recruitment may be used to fill multiple vacancies.For more information regarding how to apply for this position, please click here.Applicants claiming veterans preference must attach a copy of their DD214 (SSN must be blacked out). If you do not provide the required documentation, the veterans preference will not be awarded. Please click here to determine your eligibility.WSP Policy 1.04.020 - WSP does not engage in, or assist with, civil immigration enforcement, therefore; In no stage of the hiring process will the immigration status of family members of the candidate be investigated by the Washington State Patrol.Questions?Please contact Monica Simpson at monica.simpson@wsp.wa.gov .Check us out on: WSP’s Website | Facebook | Twitter | Instagram | YouTube | LinkedIn