Description

Who We Are:
The DAHP is the principal Washington State agency charged with the identification, protection, and regulation of cultural resources, historic properties, and archaeological sites under state and federal laws. To learn more about the vision and role of historic preservation in the State of Washington, download our current Statewide Historic Preservation Plan (Download PDF reader) or visit our website.

Diversity, Equity and Inclusion are values central to DAHP’s productivity. We strive to be a collaborative workplace that honors and respects authenticity and unique perspectives while advancing our goals of protecting and preserving historical and cultural resources for future generations. We support taking time for self-care and work-life balance to promote personal and professional growth. DAHP recognizes this is a journey and we are constantly learning and taking steps to enhance our commitment to a vision where each one of us is seen, heard and valued.

Olympia is in Thurston County. We acknowledge that we occupy the ancestral and traditional lands of the Coast Salish Peoples, particularly the Cowlitz Indian Tribe, Nisqually Indian Tribe, Puyallup Tribe of Indians, Squaxin Island Tribe, and the Confederated Tribes of the Chehalis Reservation.

What This Position Entails:
The Administrative Assistant 3 position is an important support to all agency staff but primarily serves as the principal assistant reporting directly to the exempt Director, the State Historic Preservation Officer (SHPO). The support you provide will allow the SHPO and Deputy SHPO to focus on executive managerial duties. You will be managing the SHPO’s calendar and coordinating, prioritizing, and monitoring the SHPO’s schedule to establish efficient use of their time. In addition, you will ensure agency policies and procedures on administrative issues are effectively communicated to staff and assist in complex projects, issues, and programs. You will also exercise delegated authority on administrative matters and signature authority for purchases, travel reimbursement, personnel data, equipment orders, and training requests. We appreciate our Admin coworkers so much!

Who We Are Looking For:
We are looking for a self-motivated person who can switch gears smoothly and reprioritize tasks with little notice. We want a person who can communicate clearly and professionally with the public as well as with and on behalf of the staff. We support people who are interested in learning and growing, and we appreciate people who look for new and better ways to accomplish tasks and goals. We are looking for someone who will support and follow the parameters of DAHP’s DEI plan, including having awareness of one’s own actions, the ability to understand and appreciate the difference in others, and willingness to exercise self-reflection to create a workplace culture where everyone can be comfortable and do their best work.

Why Work For DAHP:

• Protect the Past to Shape the Future!

The cultural and historic resources of a community tell the story of its past, a past that makes any single community distinct from all other places. Our historic and cultural resources provide everyone with a tangible link to persons and events that have shaped our communities and ourselves. Preserving these physical reminders of our past creates a sense of place, the result being an environment that instills civic pride and community spirit.

By preserving significant cultural and historic resources, we can learn from past achievements (as well as mistakes) to improve, enrich, and even enliven, the Washington state that is passed to future generations. By not preserving, we stand to lose the already tenuous grasp we have of past accomplishments, traditions, and values. If we do not work to preserve the diminishing presence of our historic places, we undermine the stability and strength of our future communities.

If you are interested in a wide variety of duties and enjoy prioritizing, organizing, and engaging with people, this may be for you! As a small agency, we must wear a variety of hats, so every day is a little different. We offer a work-life balance, flexible schedules, and a workplace culture of growth and connection. And bonus, if you are passionate about Pacific Northwest History and Archaeology, this may be what you've been waiting for!

Duties

Some of the duties include providing administrative support to all agency employees, serving as the agency’s human resources coordinator in partnership with the Department of Enterprise Services, and serving as the primary travel arrangement coordinator for all staff.

Specific tasks include but are not limited to:

• 
  Preparing correspondence for the SHPO and Deputy SHPO’s signature using an electronic signature system
• Compiling, analyzing, maintaining, and updating agency policy and procedures
• Attending meetings as required
• Coordinating meeting schedules with resource agencies, staff, and tribes
• Managing and tracking travel arrangements and the travel reimbursement process for the Director utilizing the Travel Expense Management System (TEMS)
• Preparing and managing travel arrangements for agency staff which may include hotel reservations, booking flights, vehicle arrangements, and travel itineraries
• Coordinating training and conference registrations for DAHP to attend as well as provided by DAHP
• Processing travel reimbursements for all agency staff
• Acting as the agency’s human resources coordinator and liaison between DES Small Agency Human Resource Services, which includes advising and consulting with staff on matters related to payroll and personnel, coordinating with other departmental staff members, strategizing and problem-solving to resolve personnel issues, submitting documents to prepare necessary paperwork for personnel actions, and managing the digital copies of personnel records
• Conducting basic personnel actions including processing personnel action requests, reviewing and updating position descriptions, monitoring evaluations, assisting in the recruitment process, and scheduling interviews, and starting the Onboarding Roadmap
• Tracking staff performance development plans
• Notifying ACHP members of meeting logistics, arranging lodging, and processing travel reimbursements
• Notifying certified local governments, non-certified local governments, historical society, non-profits, and any interested persons or groups of nominations for the Washington Heritage Register and the National Register
• Planning and organizing the annual SHPO award ceremony, which includes logistics, ordering refreshments, notifying state and local senators and representatives, the public, and the winning nominees of the SHPO award ceremony
• Purchasing all products needed for the office and reconciling VISA statements
• Scheduling the care and maintenance of the agency vehicles
• Assisting the State Physical Anthropologist in mailing out certified letters

Completing any other tasks as assigned

Qualifications

REQUIREMENTS:

• High School diploma or GED
• Three (3) years of relevant administrative and reconciling work experience (equivalent education may be substituted for years of experience)

AND

• Demonstrated history of strong leadership competencies and high-level professional skills
• Demonstrated ability to draft, proofread, edit, compile, and finalize official documents for director and senior managers
• Proficient and skilled in Microsoft Outlook, Word, Excel, and Adobe Acrobat
• Excellent customer service skills
• Ability to maintain confidentiality for sensitive employee information
• Ability to collaborate and contribute in a fast-paced team environment
• Ability to effectively communicate verbally and in writing
• Ability to solve problems independently, analyze and make effective decisions
• Ability to maintain strict confidentiality in the handling of confidential, proprietary, and sensitive data and information involving stakeholders and vendors
• Ability to multi-task with frequent interruptions, work under pressure efficiently and effectively with competing priorities
• Ability to work independently with little oversight
• Demonstrated ability to establish and maintain respectful working relations with co-workers, colleagues, internal and external customers, ability to deal with others with tact, diplomacy and courtesy

PREFERRED:

• Bachelor’s degree in Business Administration, Public Administration or Financial related field
• Working Knowledge of State government organization and administrative procedures, federal and local government functions
• Commitment to pro-equity and anti-racism thinking
• Exhibits competencies in equity, inclusion, and belonging

Supplemental Information

READ THE FOLLOWING INSTRUCTIONS COMPLETELY:
Please attach the following documents in order to be considered. Failure to do so may result in you not being considered for the position:

• A letter of interest that shows your personality and voice to describe why you are the successful candidate and how you meet the specific qualifications for this position;
• Current resume, detailing experience, and education, and
• You will want to ensure you have 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:
The initial screening will be solely based on the contents and completeness of the “duties summary” section of your application in Careers.wa.gov, completeness of the application material submitted, and the supplemental questionnaire. A resume will not substitute for completing the “duties summary” section of the application. Responses to the supplemental questionnaire regarding work experience must be reflected in the "duties summary" section of the application.

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.

Opportunity for All:
The DAHP celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity diversity, age, status as a protected veteran, status as an individual with a disability, 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.

Persons with a disability who need assistance with their application or need this announcement in an alternative format, may call (360) 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.

The State of Washington is committed to creating a diverse and inclusive culture. We encourage women, veterans, people of color, and persons with disabilities to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, age, gender identity, sexual orientation or any other characteristic protected by law.

Should you have any questions regarding this position or the online application, contact Angie Anderson at (360) 407-8446 or jobs@des.wa.gov