Part-Time Administrative Assistant 5 (Part-Time)
Job Description
WSLCB Vision
Safe communities for Washington State.
Mission
Promote public safety, public health and trust through fair administration, education and enforcement of liquor, tobacco, cannabis and vapor laws.
Who we are
The mission of the Washington State Liquor and Cannabis Board (WSLCB) is to promote public safety, public health and trust through fair administration, education and enforcement of liquor, cannabis, tobacco, and vapor laws. We search for people who demonstrate a strong work ethic, excellence in customer service, partnering and teamwork, and quality performance.
We want to create a culture that fosters excellence in customer service, open and honest communication, transparency and accountability, data driven decisions, and business-initiated process improvement.
Our commitment to DEIB
The WSLCB strives to promote Diversity, Equity, Inclusion, and Belonging (DEIB) in all aspects of our work. This includes a commitment to our workforce and external stakeholders.
It is our mission to build, educate, and inspire an inclusive environment that recognizes, respects, and celebrates diversity in the workplace and in the community we serve. We are committed to maintaining a thriving culture where employees and those we serve feel safe and accepted regardless of education, background, or beliefs. As a WSLCB team member, you will have opportunity to join statewide business resource groups (BRGs) such as, Rainbow Alliance and Inclusion Network, Veteran Employee Resource Group, Latino Leadership Network, Blacks United in Leadership and Diversity, Disability Inclusion Network, Washington Immigrant Network and Hawaiians, Asians, and Pacific Islanders Promoting an Empowerment Network.
The WSLCB Board Office is announcing an exciting opportunity for an Administrative Assistant 5 position in Olympia, WA. This part-time role provides high- level support to the Board Members and the Board Executive Assistant.
In this role, and in partnership with the Board Executive Assistant, you will manage administrative responsibilities to the agency, serving as the primary backup to the Board Executive Assistant. This position supports the agency mission to promote public safety by consistent and fair administration of liquor and cannabis laws through education, voluntary compliance, responsible sales and preventing the misuse of alcohol, cannabis and tobacco.
The scope and authority of the Board Members encompasses various duties and responsibilities including approval of policies and rules, final approval of all budgets, revocations and suspensions of licenses or permits, and administrative actions against licensees; direct oversight and approval of policy, legislative proposals, the employment of the Deputy Director and the employment and supervision of the Agency Director.
If you have an interest in an administrative position that promotes effective and efficient working relationships with agency directors, supervisors, agency partners, and industry stakeholders, while simultaneously managing administrative responsibilities and assistance to the Board Executive Assistant, we encourage you to apply to be a part of the WSLCB team!
WSLCB provides a modern work environment and excellent benefits including:
- A comprehensive benefits package (including but not limited to Medical/Dental/Vision, Long Term Disability, Life Insurance etc.)
- Paid Vacation, Leave, and Holidays
- Tuition Waiver (enrollment in courses at state universities/colleges on a space availability basis – all or a portion of the tuition/fees may be waived for state employees)
- Tuition reimbursement (courses taken with prior approval in order to further employee’s career development with the WSLCB)
- Training and career development programs (including online courses and LinkedIn Learning)
- A healthy work/life balance (this may include flexible/alternative work schedules and telework/remote work opportunities, when possible)
- Employee Assistance Program – confidential program created to promote the health, safety and well-being of public service employees
- Generous wellness program (we offer reimbursements for certain fitness related activities)
- Onsite exercise facility (for employees working at WSLCB Headquarter Building in Olympia)
- Infants at Work Program to promote parent and infant bonding, parental well-being and healthy infant development. Depending on your job duties, work location and supervisor approval, eligible employees who are new mothers, fathers or legal guardians can bring their infant (six weeks to six months) when they return to work.
- Free parking
Duties
Some of the duties you will perform are:
- Travel Coordination for Board office including conference registrations, hotel and flight reservations, material and presentation preparation, preparing all agency forms, reconciling documents and receipts with budget and travel expense/reimbursement statements.
- Assistance to the Board (in Collaboration with Board Executive Assistant) with daily incoming requests as needed to ensure Board Members are prepared and responding in a timely manner. Respond to staff inquiries and stakeholder requests as needed. Receive and confer with official visitors and the public; representatives of government and private interest groups.
- Reconcile purchasing, review monthly budget statements to ensure all office supply purchases, travel and Verizon statements are properly billed. Download and save monthly A1100 and A1200 budget documents sent by budget manager. Print appropriate versions and provide first review to ensure all office supply purchases, P- Card purchases/ travel expenses are correct. Coordinate facility requests and related contracts.
- Member of the agency’ s Lead Support team- communicate and participate with all meetings and information distribution.
- Coordinate requests through facilities for all office requests.
- Leave/ Payroll system coordinator Ensure all Board Office staff leave has been entered properly and prepare to process and submit to payroll system twice each month.
- Serve as Board Office Training Coordinator representative. Ensure each Board Office staff member is signed up for all required training. Approve training requests on behalf of the Board Chair. Assist with setting up needed training.
- Manage all incoming correspondence to Board Members ensuring each item is scanned, filed and properly assigned.
- Serve as primary backup to the Board Executive Assistant if out of the office to ensure Board member’ s daily needs are met, and all meetings are managed and staffed.
- Assist with and serve as backup for the following meetings: Board Meeting; Executive Management Team Meetings; Board Caucus Meetings, Board Hearings and Special Meetings. Work with Board Executive Assistant as needed to help coordinate materials, preparing handouts, scanning and naming appropriate documents to route or prepare for agency website. Assist with public hearings coordination include venue management and travel arrangements. Serve as primary backup to meetings if Board Executive Assistant is out of the office including attending meetings, taking minutes, preparing and disseminating documents, and related follow up.
Qualifications
Required Qualifications:
Experience for required qualifications can be gained through various combinations of formal professional employment and educational experience. See below for how you may qualify.
Option 1:
One year as an Administrative Assistant 4 with the State of Washington.
OR
Two years as an Administrative Assistant 3 with the State of Washington.
OR
Seven (7) years of administrative or supervisory experience.
OR
An Associate’s degree in business administration, public administration or closely allied field; five years of administrative or supervisory experience.
OR
A Bachelor’s degree in business administration, public administration or closely allied field; three years of administrative or supervisory experience.
Please note: Graduate degree may substitute for up to two years of experience.
Preferred/Desired Qualifications:
- State government organization and administrative procedures.
- Administrative management, tracking and reporting.
- Information / records management.
- Office methods including budget management, projecting future office needs.
How to Apply
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