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POSITION AVAILABLE: https://www.seti.org/jobs/front-desk-receptionist-administrative-assistant
We are seeking a dedicated and confident individual with a positive attitude and impeccable professional demeanor to represent the Institute to the public. The primary responsibility of the Receptionist/Administrative Assistant will be to manage the front desk of the Institute. Strong written and verbal communication skills are required.
The SETI Institute, a scientific research organization based in Mountain View, California, is seeking a dedicated and confident individual with a positive attitude and impeccable professional demeanor to represent the Institute to the public. The primary responsibility of the Receptionist/Administrative Assistant will be to manage the front desk of the Institute.
About WSDOTWashington State Department of Transportation (WSDOT) is the steward of an integrated, multimodal transportation system that helps to ensure people and goods move safely and efficiently throughout the state. In addition to building, maintaining, and operating the state highway system, WSDOT operates the largest ferry system in the nation, manages the world's longest floating bridge, and recently completed the world's widest tunneling project. The OpportunityWSDOT is currently seeking an Administrative Assistant 5 to support the Active Transportation Division in Olympia, WA. The Administrative Assistant reports to the Director of Active Transportation and is responsible for administrative matters, including personnel, budgets, policies, and procedures. The incumbent serves as a member of the division's management team and acts on behalf of the Director in administrative matters, with delegated authority for tasks such as approving leave requests and payroll. The position interprets and implements organizational policies and procedures, develops administrative policies and procedures for the division, and prepares administrative and business reports and records. They maintain confidentiality regarding personnel issues and advise the Director on critical matters. The Administrative Assistant also coordinates the scheduling of virtual and in-person meetings and composes formal and informal correspondence for the Director's signature. The position serves as the Division's legislative coordinator, keeps the Director informed of significant items of concern and coordinates with other administrative support positions within WSDOT. What to ExpectAmong the varied range of responsibilities held within this role, the Administrative Assistant 5 will:Manage director's calendar, email, travel arrangements, and correspondence, and maintain Position Authority List.Provide scheduling support for Strategic Policy Administrator, Active Transportation Programs Manager, and other ATD staff for complex calendaring activities.Recommend and manage a consistent system for information management and appropriate disposal of division files and documents across multiple platforms.Coordinate and process out-of-state travel requests and expense vouchers for division staff.Coordinate meeting logistics and track follow-through on meeting decisions and action items.Coordinate communication of agency-wide issues with staff and assist with onboarding new employees.Coordinate division staff tracking and response to legislative information requests and analysis, assist with internal and external communications, and coordinate responses to public disclosure requests.Maintain tracking spreadsheets for division budgets, process invoices for payment, monitor expenditures, and keep the director informed on any budget questions or issues. QualificationsTo be considered for this opportunity, the following are required:Two (2) or more years of progressively responsible, recent experience (within the last six years) providing professional-level administrative support to a senior manager. Proven ability to effectively manage and prioritize multiple tasks to ensure business activities and critical Division related projects are accomplished. This includes the proven ability to recognize the “big picture” to break down the assigned project into various tasks that can be tracked. Experience creating electronic tracking tools that are both effective and user-friendly. Demonstrated skills in being self-directed, with a willingness to take the initiative and exhibit consistent good judgment. Successful experience in making decisions and acting on behalf of the Director in administrative matters. Experience handling confidential correspondence and documents with discretion. Working knowledge of budgeting policies and principles. This includes the ability to provide analysis and administration of budgetary, fiscal, and administrative matters and organizing and facilitating meetings with appropriate managers to present the applicable information. Experience creating and interpreting processes, procedures, policies, rules, and regulations and aiding in interpreting and applying department, state, or federal policies and procedures. Working knowledge of legislative functions and procedures. Demonstrated advanced computer skills, including Microsoft operating systems and database applications.It is preferred that qualified candidates also have the following:Associate degree in business administration, public administration, or closely allied field and three years of progressive administrative experience. Knowledge of state and federal transportation agency and organization functions and policies.Hands-on experience with the Legislative review process is highly desirable.PACE Certified (Professional Administration Certification of Excellence). Bilingual proficiency, particularly in the languages identified in WSDOT’s Language Access Plan for vital statewide documents (Arabic, Chinese, Somali, Korean, Vietnamese, Spanish, and Russian). Important Notes This recruitment may also be used to fill additional positions per business needs. This position offers flexible/hybrid remote work options.Washington Administrative Code (WAC) 357-16-197 mandates that all employees who work for executive cabinet agencies (which includes the Department of Transportation) must be fully vaccinated against COVID-19. Compliance with this mandate is a condition of employment with WSDOT. An exemption may be granted for religious or medical purposes; however, accommodations will be subject to approval based on the essential functions required of the position. WSDOT does not use the E-Verify system. For more information, please visit www.uscis.govIn addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements. Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code. Why WSDOT Work-Life Balance – We are committed to ensuring that our staff experiences the reward of public service while sustaining a routine that suits each individual’s lifestyle. Paid Leave – In addition to 12 paid holidays, full-time employees earn a minimum of 14 paid vacation days per year!Tuition Assistance – Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and federal student loan forgiveness eligibility. Plan For Your Future – WSDOT offers a comprehensive benefits package that includes various healthcare options. Employees also have their choice of state retirement programs and much more. Go to State Benefits for more information. Check out this video to learn more: Why WSDOT?How to ApplyApplications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine your salary. Therefore, the “Work Experience” portion of the application must be completed in as much detail as possible. To be considered for this opportunity, please include the following with your online application: An attached Resume outlines (in reverse chronological order) your experience to date.An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.Contact details for a minimum of three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. NOTE: This information may be entered in the “References” section of the online application; it does not require an additional attachment. Please click the "APPLY" button to proceed. Note that you will be prompted to sign in or create an account. This step is required to apply for this opportunity. WSDOT is an equal opportunity employer. We value the importance of creating an environment where all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds, and viewpoints while fostering growth and advancement in the workplace. All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/or gender identity, are encouraged to apply. Persons with disabilities needing assistance in the application process or needing this job announcement in an alternative format may contact the listed Recruiter. Contact usFor inquiries about this posting, you may contact the assigned Recruiter, Yasmin Munoz, at [email protected]. Please be sure to reference 23DOT-HQ-05228 in the subject line.
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