STATE OF WASHINGTON ARTS COMMISION: Wellness, Arts, & the Military Administrative Assistant - Olympia, WA

Employer: State of Washington Arts Commision

Job Description:
The hiring manager reserves the right to make a hiring decision at any time. It will be in your best interest to apply as soon as possible.

Schedule: The typical work week is a standard 40-hour work week and may need occasional adjusting to meet customer needs. Work hours are typically 8 a.m. to 5 p.m., Monday – Friday. You may telework for part of the work week with supervisor approval.

What you will be doing:
You will work with the Washington State Arts Commission's Wellness, Arts, and the Military (WAM) Program Specialist and perform administrative and fiscal support duties for the Washington State Arts Commission's WAM program and related projects. You will also provide occasional administrative support as needed to other programs throughout the agency during periods of high work demand, staffing shortages, or special projects of a short duration.

Why you would want this job:
Not only is this a great entry into state government, but it is a pathway to your career. Working for this agency you will have a variety of work that you won’t find somewhere else.

The person we are looking for is an organized and strong communicator who is excited to be a part of a small and innovative team in a fast-paced environment. You will need to be personable, detail-oriented, flexible, proactive, able to multitask, able to quickly problem-solve, and passionate about the mission of the organization. You will need a positive attitude, the ability to adapt quickly to changing circumstances, and a strong level of competency. You need to love talking to people and finding solutions. You’re a creative self-starter with a natural impulse to help others. You value our environment and serving our public.

Who we are:
ArtsWA is the Washington State Arts Commission. Our mission is to be a catalyst for the arts, advancing the role of the arts in the lives of individuals and communities throughout the state. We serve diverse populations and strive to increase equity and access in the arts. We are a vibrant, busy agency with a friendly and knowledgeable staff.
We encourage you to visit www.arts.wa.govto gain insight into our mission and strategic plan.

Duties - Some of what you'll be doing includes:
Grant Application and Panel Review:
Finalize supporting documents and information for publication
Provide technical assistance to constituents in all areas related to applying for WAM grants including use of online grant application technology
Assist with the development of grant panel documents, communications, and processes including timeline and scheduling logistics, accessibility considerations, and related panelist contracts and payments
Screen and track grant applications for eligibility and completion and resolve eligibility concerns
Provide administrative support for annual reporting
Coordinate statistical information and documentation for grant related program outcome reports
Final Reports (WAM Grants) Records Management and Report Preparation
Provide administrative support for final report systems
Support constituent completion of annual federal reporting
Document final report data for grant related program outcomes such as data dashboard and other program metrics
Support WAM communication and outreach efforts
Maintain and archive media files and related content
Develop systems for organizing and maintaining up-to-date contacts for program communications and outreach
Provide timeline and task delegation support for social media, newsletters, and web updates
Report Preparation:
Support the preparation of reports, proposals, presentations including proofreading, formatting, and file organization
Support the development of infographics and data collection efforts using reporting tools in Submittable and/or Excel
Timeline and Scheduling:
Maintain and set-up internal and external WAM team meetings to align with project timelines
Schedule online meetings with project partners and constituents, including tracking attendees, sending calendar invites and reminders, and anticipating technical support needs
Support for in-person and online events:
Coordinate and implement accessibility plans in collaboration with the GTO team and the Agency Accessibility Coordinator
Take meeting notes and/or send follow up steps to partners
Plan and implement technical support for online and/or hybrid events on Microsoft Teams and/or Zoom
WAM Program Fiscal Support
Prepare and distribute contracts with approved coding by agency fiscal team
Track payment requests and prepare scheduled payments
Prepare travel arrangements and payments as necessary and/or as requested by Program Managers
Provide comprehensive fiscal records, retention, and documentation management across WAM projects

This position requires minimal travel and overnight stays to attend commission meetings, workshops, meeting sites, or project sites to assist staff, arrange meetings, etc.

High school education or GED
Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work
Formal education will substitute year for year for experience.

Skills and abilities with basic office equipment (including fax, copier, and printers), proficiency with Microsoft Office Suite (incl. Word, Excel, Access, and PowerPoint), proficient use of email and the internet, and proficiency with an online grants system
Military Veteran or familiarity with military connected populations, military culture, and issues
Two or more years of administrative experience in support of a recognized arts, cultural, philanthropic, or educational program
Supplemental Information

Please provide the following documents:
A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting
A current resume, detailing experience, and education
A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section of the application. Please do not refer to resume for detail, or your application may be disqualified.

Opportunity for All:
The Washington State Arts Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact Information:
Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at (360) 407-8446 or email [email protected].

Contact Person: Angie Anderson
Phone: 360-407-8446
Email: [email protected]
Location: • Olympia, WA
Application Method: Apply online
Base Pay:

Posted on August 16, 2023

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