Office Support Supervisor - Field Operations Bureau in Union Gap

Company: State of Washington
Location: Olympia
Posted on: August 6, 2022

Job Description:

About the Agency:

The Washington State Patrolis a nationally accredited law enforcement agency made up of dedicated professionals who work hard to improve the quality of life of our citizens and prevent the unnecessary loss of life on a daily basis.

About the Division:

District 3is situated in southeastern Washington with headquarters in Union Gap, on the outskirts of Yakima. The district provides service in Asotin, Benton, Columbia, Franklin, Garfield, Walla Walla, and Yakima Counties. This includes coverage of more than 900 miles of state and interstate highways.

About the Position:

This position serves as the primary assistant to the District 3 Commander, the head of a major subdivision, on administrative matters. The purpose of this position is to enable the division commander to focus on the WSP and District 3 mission and strategies that involve close working relationships with the Sheriff's, Chief's, and community members across 7-counties in southeast Washington State (Asotin, Benton, Columbia, Franklin, Garfield, Walla Walla, and Yakima counties). Therefore, the position is delegated higher-level administrative duties that are normally performed by the division commander. The Secretary Supervisor position functions independently, with delegated authority, and is confidential.

Primary Responsibilities:

* This position assists the commander with monitoring, processes, and administrative tasks in carrying out the mission of the WSP across 7-counties in Southeast Washington. Additionally, this position provides administrative support to the division commander and two assistant division commanders, and seven first-line supervisors;
* Processes all personnel actions and interfaces with the Human Resources Division, the Office of Professional Standards Division, and other WSP Bureaus and divisions (which includes, but is not limited to - preparing correspondence for confidential documents, discipline and outgoing mail);
* reviews and prepares approximately 50 credit card invoices and other district invoices each month; tracking division contracts
* records retention; CALEA proofs submission; processing and tracking of administrative, financial, travel, and training records; responds to inquiries on procedures, policy, regulations and services to include screening visitors, mail, and phone calls; assists with preparation of SAF reports, compiles data reports, and operational plans; reviews and pays fiscal documents, while managing the billings for the district; coordinates staff work, maintains project logs, meets/tracks deadlines, and communications with other office staff.
* This position also supervises and develops the District 3 Office Assistant 3 position, the Kennewick Detachment Secretary Senior, and the District 3 Maintenance Mechanic.

Required Qualifications:

* Minimum of High School or equivalent education.
* Five years of experience in an office, secretarial, accounting or general administrative work.
* Must have the ability to maintain confidentiality in the performance of the position.
* Must be able to type 35 wpm and be an expert in computer software/data entry.
* Demonstrate the ability to effectively communicate, have a professional demeanor and work independently in planning, organizing, and prioritizing their own work. Establish office procedures, track and maintain special programs such as projects logs, employee action logs, coordinate office activities, locate and prepare database reports and filing systems.

Desired Qualifications:

* Strong Initiative
* Demonstrate the ability to devise procedures to ensure adherence to policies regarding tasks in budgeting, purchasing, and office administration
* Proficient in Microsoft Office Suite
* An understanding of the e-train and CITE-Remedy programs
* Ability to anticipate needs of the district and staff
* Ability to asses a situation and take action

A Cover Letter and Resume are required as part of your application packet.

Why work for the Washington State Patrol?

* An opportunity to be part of a team of dedicated professionals responsible for providing safety and security to the citizens of the State of Washington
* Career growth opportunities
* A culture of respect, commitment and trust
* Opportunities to impact your community
* Employment opportunities that recognize military veterans and/or military spouse per Governor Executive Order 19-01
* Work/Life balance opportunities which may include:
* Infants at Work
* Telework
* Alternate Work Schedules


* Qualification for the Public Loan Forgiveness Program

Apply today and join us in providing "Service with Humility"!



The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The agency will verify this information and any untruthful or misleading answers will be cause for rejection of potential employment.



How to Apply:

To be considered you must apply online at www.careers.wa.gov (Click on the APPLY button above). You must complete the entire application to be considered.

COVID-19 Vaccination Requirement:

On August 9, 2021 Governor Jay Inslee issued Proclamation 21-14, a COVID-19 Vaccination Requirement for state employees. As a result, all employees of the Washington State Patrol must be fully vaccinated as a condition of employment. This means you must be at least two weeks past the last dose of the applicable COVID-19 vaccine regimen by that date. You will be asked to provide proof of vaccination as part of the hiring process. DO NOT UPLOAD A COPY OF YOUR VACCINATION CARD TO YOUR APPLICATION.



Veterans' Preference:

Applicants wishing to claim veterans' preference MUST attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please blackout any personally identifiable data such as social security numbers. Veterans' preference will not be applied unless the required documentation is attached to your application.



For additional information on veterans' preference and guidance on how to determine if you are eligible, click here.

We thank you and are grateful for your service.



Selection Process:

The candidate evaluation and selection process will include a preliminary screening of application materials for qualifications, clarity and completeness. The applicants who meet or exceed the required qualifications and possess the most competitive background in directly related experience, knowledge, and training may be invited for interviews and testing by one or more panels.



Polygraph & Background Investigation:

Prior to hire, a polygraph examination and background investigation including criminal record history will be conducted.



Applicants are required to sign a release of information and will not have access to any investigative materials, files, or results. The Washington State Patrol has strict standards relating, but not limited to, personal and employment characteristics, arrests, convictions, and illegal drug usage, etc. During the polygraph examination, candidates are required to sign an assessment sheet and participate in an oral interview process to verify responses to the Personal History and Background Questionnaire and a Pre-Employment Interview. Untruthful or misleading answers or omissions will be cause for rejection of potential employment.



Transcripts:

Education verification is part of the selection process. If selected as a top candidate, all position required or applicant specified education must be verified. If a High School diploma or equivalent is required but the applicant indicates a degree has been earned, the accredited degree will be accepted in place of the High School diploma or equivalent. Please do not send these transcripts at the time of application. If you are selected as a top candidate you will be contacted by the Human Resource Division and asked to provide official transcripts at the appropriate time.



Union Notice:

This position is in a collective bargaining unit.



Other Information:

Persons with a disability, who need assistance in the application or assessment process, or those needing this announcement in an alternative format, may call (360) 704-2317. Applicants that are deaf or hard of hearing may call through the Washington Relay Service 7-1-1 or 1-800-833-6384.



The Washington State Patrol 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.



Questions?

Please contact the Employee Services Team via e-mail EmployeeServicesTeam@wsp.wa.gov.



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Keywords: State of Washington, Olympia , Office Support Supervisor - Field Operations Bureau in Union Gap, Administration, Clerical , Olympia, Washington