Administrative Assistant 3 - Lacey, WA

Employer: DSHS

Job Description:
Per Governor Inslee’s’ Proclamation 21-14 (Download PDF reader) state employees must be fully vaccinated. Your vaccine status will be verified by Human Resources prior to your first day of employment.

The UTC is looking for a self-motivated, creative thinker to perform complex clerical, administrative, and general office duties for the Consumer Protection and Communications division.

This position provides:

Assistance to consumer program specialists in the resolution of consumer inquiries and complaints
Technical assistance to consumers
Administrative support to division leadership
Clerical support to division staff
This recruitment will remain open until enough qualified candidates have applied. First review of applications is expected to occur on April 27, 2022 and will be ongoing. It is in the applicants' best interest to submit their application materials as early as possible. The hiring manager reserves the right to make a hiring decision at any time. This job posting may be closed at any time without notice.

About the UTC and Employer Initiatives
The UTC regulates the rates, services, and practices of private or investor-owned utilities and transportation companies.

The UTC is continually recognized for its excellence and integrity as a utility and transportation regulatory agency, as we challenge the status quo and ourselves.

At the UTC, we recognize that our employees are the key to the agency’s success. We are committed to our work but value the balance with our personal lives. We demonstrate our commitment to employees by providing an environment that stimulates professional growth, continued learning opportunities, offers meaningful work and a comprehensive benefits package. For more information about benefits, please visit http://www.utc.wa.gov/aboutUs/careers/Pages/Working-at-UTC.aspx.

The UTC is a great place to work and has implemented several, and is developing additional, initiatives that create a great working environment, including:

We have modernized our workplace with workspaces that promote creative thought, innovation, and collaboration among co-workers, and improved building security and employee safety. In response to the COVID-19 pandemic, the UTC has supported extensive telework arrangements across the agency.
We support a healthy work/life balance by offering flexible/alternative work schedules and mobile and telework options. (Depending on job duties).
We have a formal mentoring program to provide and encourage employee growth and development, while also promoting informal mentoring relationships and sharing of knowledge across the commission.
We have an engaging wellness program which focuses on all nine elements of wellness: spiritual, physical, social, environmental, occupational, emotional, intellectual, nutritional, and financial. The UTC has received the state’s Zo8 award the past five years for our achievements in building a sustainable wellness program. We also have on-site shower rooms/lockers with proximity to several fitness centers in the area.
We have a comprehensive continuous improvement program focused on using Lean tools and principles to solve problems and continuously improve work processes.
We use a structured, data-driven Lean Management System methodology to manage the core work and key initiatives of the commission and provide employees with a clear line of site from their daily work to the agency level key goals, outcomes, and core processes.
We value diverse perspectives and employ people of all backgrounds. We are actively involved in promoting equity, diversity, and inclusion within the UTC by way of a cross-divisional, collaborative committee. The focus of the committee includes employee engagement and education; reinforcing UTC values; and maximizing the value of diversity and identifying strategies for inclusion.
For more information about the UTC, see our website www.utc.wa.gov – or visit www.twitter.com/wautc and www.facebook.com/wautc.
Duties
Provide primary administrative assistance to the division director and assistant directors.
Maintain calendars, schedule meetings, and prepare meeting documents and presentations. This includes scheduling internal and external meetings and other events.
Independently prepare, proofread, and edit reports and other documents.
Maintain and track division performance measures. Gather information, prepare reports and presentations, create charts and graphs.
Establish and maintain electronic or manual files and systems.
Research and retrieve data as assigned; create and update tracking sheets.
Coordinate office operations and may act as division director’s designee for assignments and workflow of the division. Establish office procedures, standards, priorities, and deadlines using the principles of pro-equity anti-racism.
Provide responses to public records requests for information contained in the consumer complaint database (CRM) and division SharePoint sites.
Responsible for the management and archival of all division records, files, and other documents in accordance with division and agency retention schedule.
Review incoming complaint letters, emailed complaints, and complaints called in by consumers to determine whether the complaints are jurisdictional to the commission.
Assist with the resolution of informal and non-docketed consumer complaints and inquiries from customers commission regulated companies, regarding rates, services, or operating practices by providing information to customers on how to get assistance and who to contact.
Respond to Live Chat messages throughout the day, providing assistance and resources to consumers.
On a monthly basis, mail consumer surveys after complaints are closed for performance feedback. Tabulate and format results in spreadsheets for quarterly report to management.

Qualifications
Respect: We treat every person and interaction with consideration and goodwill.
Professionalism: We are committed to excellence in our work and conduct.
Integrity: We do the right things for the right reasons- trusting others to do the same.
Accountability: With courage, we hold ourselves and each other accountable for exhibiting respect, professionalism, and integrity.
Anti-Racism, Equity, Diversity, and Inclusion: Actively participates in antiracist self-examination and trainings; Possesses ability to and can identify and actively combat racist policy to achieve equitable outcomes.
Customer Focus – Responsive to both internal and external customers. Works with customer to identify needs; assumes responsibility for own role in meeting those needs. Ensures commitments to customers are met. Receptive to customer feedback.
Results Focus – Accepts personal accountability for individual results or share of team results. Manages workload and interpersonal relationships to achieve results; prioritizes tasks appropriately, overcomes obstacles, works with others as necessary, and meets deadlines and quality standards.
Communication Skills - Demonstrates communication skills (reading comprehension, writing, listening, speaking) appropriate to the position. Shows respect and courtesy in interpersonal communications.
Adaptability/Flexibility - Open to new ideas. Responds constructively to change and stressful situations. In consultation with supervisor, adjusts plans to meet changing needs.
Self-Development – Demonstrates proactive learning. Keeps knowledge and skills up to date. Solicits and accepts constructive feedback. Seeks developmental assignments to improve skills. Turns challenges into learning opportunities.
Continuous Process Improvement – Uses Lean tools and principles to continuously identify improvements, solve problems, and improve work processes. Participates on process improvement projects/teams. Actively engages in section/division huddles and incorporates visual management into daily work.
Although not required, preference may be given to candidates who have the following desired qualifications:

Ability to work independently, determining actions needed with minimal guidance
Supplemental Information
Conditions of Employment/Working Conditions:

Conflict of Interest: RCW 80.01.020 limits the commission’s ability to employ any person who owns stock in any company the commission regulates or is otherwise financially interested in such company.

Compliance with the ethics laws (RCW 42.52) is an individual responsibility, which may include disclosure of volunteer work, elected activity, outside employment, or other business activity:
No employee may engage in any outside employment or business activity that will interfere with the performance of their duties or result in a conflict of interest.
No employee may engage in any volunteer or elected activity that will interfere with the performance of their duties or result in a conflict of interest.

An employee shall notify supervisor prior to engaging in any outside employment or business activity.

Application Process:

Jobs advertised as Open Continuous may be closed without notice. It is to your advantage to apply as soon as possible.

Read the instructions below carefully before following the “Apply” link above.

In addition to completing the online application, applicants must attach the following documents to their application to be considered for this position:


A letter of interest explaining how you meet the qualifications of this position.
A current resume detailing experience and education.
A list of three professional references with current telephone numbers, including your current or most recent supervisor (or you may include this information in the Reference section of your application). A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.

READ THE FOLLOWING INFORMATION COMPLETELY:
Carefully review your application and other documents requested (e.g., cover letter and resume) for accuracy, spelling, and grammar before submitting.
The initial screening of applications will be solely based on the contents and completeness of the "work experience" and "education" sections of your application in www.careers.wa.gov; completeness of your resume, cover letter, and any other materials submitted as part of the application process.
A resume will not substitute for completing the "work experience" section of the application.
Only complete applications will be considered. All information may be verified, and documentation may be required. You may be disqualified if your education and/or work experience does not include information used to: 1) Meet the minimum qualifications of the job.

Contact Person:
Phone:
Email:
Location: Thurston County - Lacy, WA
Application Method: Online: https://www.governmentjobs.com/careers/washington/jobs/3512906/administrative-assistant-3
Base Pay: $3,144.00 - $4,083.00 Monthly

Posted on May 11, 2022

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