Title - Program Administrative Assistant

Classification - Administrative Assistant 3

Job Status - Full-Time / Non-Permanent

Appointment Length- One (1) Year – June 16, 2026 – June 15, 2027 (approximate dates)

WDFW Program - Enforcement Program
Duty Station - Olympia, Washington – Thurston County

**This work is conducted on site at the Natural Resource Building**

Learn more about being a member of Team WDFW!

Clamming Sunset – Photo Credit: David Henden

Are you passionate about supporting public safety operations and preserving Washington’s fish, wildlife, and natural resources? The Washington Department of Fish and Wildlife (WDFW) Police are seeking an Administrative Assistant 3 to provide advanced administrative support to the program.

In this role, you will support leadership and headquarters staff by coordinating administrative processes, managing records, preparing reports and correspondence, and helping ensure clear and efficient communication within the program and with external partners.

Embrace this support role by providing reliable administrative coordination that helps WDFW Police leadership and staff stay organized, informed, and prepared. Your ability to manage multiple priorities, maintain accurate records, and communicate effectively will contribute to the smooth operation of the Enforcement Program’s vital mission of protecting our natural resources and the public we serve.

What to Expect

Among the varied range of responsibilities held within this role, the Program Administrative Assistant,

Primary Administrative and Confidential Support to the Chief and Deputy Chief

Executes high-level administrative support for the Chief and Deputy Chief, independently addressing complex and sensitive requests with minimal direction.

Leads the preparation, assignment, editing, and tracking of Command Staff correspondence; exercises delegated signature authority on administrative communications.

Orchestrates executive-level meetings by managing complex scheduling, securing resources, developing agendas and materials, and producing accurate, actionable meeting summaries.

Directs financial processing activities, including preparing payment authorizations, securing approvals, and establishing and managing direct billing arrangements.

Manages and coordinates comprehensive travel logistics, including scheduling, cancellations, and detailed itineraries for training, conferences, and official business.

Provides expert guidance in the development, formatting, and routing of correspondence, narratives, agendas, and minutes; ensures all materials meet agency standards and compliance requirements.

Reviews, screens, and tracks incoming documents and requests including email, ensuring accuracy, completeness, and adherence to policies prior to executive review and approval.

Assist with executive communications, including phone, email, and office correspondence, ensuring professionalism, timeliness, and alignment with leadership priorities.

Strategically prioritizes and routes incoming information and requests to appropriate staff, ensuring efficient workflow and timely resolution.

Maintains and safeguards official records and files with a high level of accuracy, organization, and confidentiality.

Exercises delegated authority to review and approve Total Time submissions and contracts in accordance with established guidelines.

Monitors and coordinates legislative inquiries, stakeholder contacts, and critical deadlines to ensure timely and accurate responses.

Drafts and delivers high-quality communications on behalf of the Chief and Deputy Chief, reflecting executive intent and organizational priorities.

Lead and Coordinate Program Administrative Functions

Leads the development, implementation, and continuous improvement of administrative processes and procedures supporting Headquarters operations; interprets and applies policies to ensure consistency, compliance, and operational effectiveness.

Directs mail operations, including receipt, sorting, distribution, and outgoing correspondence; maintains mailroom functionality and ensures timely processing of all materials.

Manages presentations and publications, including tracking critical deadlines, consolidating program input, producing final draft documents, and overseeing the distribution of the monthly Enforcement Bulletin.

Oversees Headquarters surplus processes by preparing approval documentation and coordinating the efficient disposition and pickup of surplus assets.

Coordinates and manages Command Staff travel logistics and prepares associated travel expense documentation in compliance with agency requirements.

Reviews and edits complex draft materials, providing expert guidance on organization, terminology, clarity, and grammar; ensures alignment with state and agency communication standards and directives.

Monitors and manages office supply inventories and equipment needs, ensuring operational readiness, safety preparedness and cost-effective resource utilization.

Exercises authority to authorize repairs and maintenance of shared office equipment, ensuring minimal disruption to operations.

Serves as the primary liaison for facility maintenance, submitting and tracking work orders with DES and ensuring timely resolution of issues.

Develops and delivers training for new employees on centrally coordinated administrative functions; creates curriculum, reference materials, and tools to ensure consistent compliance with agency and program policies.

Maintains and enhances the Enforcement SharePoint site by ensuring content accuracy, relevance, and adherence to confidential data.

Represents the Law Enforcement Program on the Safety Committee, contributing to workplace safety initiatives and compliance efforts.

Serves as a program P-card holder, managing purchasing activities, processing invoices, and procuring supplies and equipment in accordance with fiscal policies and controls.

Schedules and participates in quarterly safety meetings for headquarters staff.

Direct, Coordinate, and Track Special Projects for the Law Enforcement Program

Delivers comprehensive, high-level administrative support to Enforcement Program leadership and staff, independently managing complex assignments and competing priorities.

Maintains, analyzes, and oversees databases and electronic tracking systems, ensuring data accuracy, integrity, and timeliness; produces reports to support operational and strategic decision-making.

Leads meeting facilitation by coordinating logistics, developing agendas and materials, documenting key decisions, and tracking action items to ensure accountability and timely completion.

Evaluates administrative workflows and operational processes; identifies gaps and inefficiencies and implements strategic improvements to enhance effectiveness, consistency, and service delivery.

Directs and administers the Enforcement Program awards process, ensuring accurate coordination, tracking, and timely recognition of personnel.

Manages and provides expert guidance on employee separation and retirement processes, ensuring compliance with policies and a seamless transition for program personnel.

Oversees the collection, consolidation, and publication of regional monthly reports, ensuring accuracy, completeness, and adherence to deadlines.

Provides advanced administrative support to Headquarters staff, coordinating and executing high-level assignments and special requests.

Leads the coordination, development, editing, and distribution of program reports, bulletins, and official communications, ensuring clarity, consistency, and compliance with agency standards, aligning with program priorities.

Reviews, coordinates, and drives implementation of process improvements to strengthen administrative operations and program outcomes.

High school diploma or equivalent.

AND

Three years of progressively responsible experience in clerical, office, or general administrative work.

OR

One year of experience as an Administrative Assistant 2.

OR

Two years as an Administrative Assistant 1.

Formal education such as an associate’s degree in business administration, public administration, or a closely related field may substitute for experience.

Employee will also demonstrate the following competencies:

• Strong organizational and communication skills.
• Ability to work independently, manage multiple priorities, and handle confidential information.
• Good judgment in interpreting and applying policies/procedures.
• Ability to serve in a trusted role requiring discretion in the management of confidential and sensitive information.

Special Requirements/Conditions of Employment:

Incumbent must successfully complete a criminal record check and a complete background investigation.

Successful completion of mandatory job-related training and/or certification—such as safety, equipment operation, fieldwork procedures, and/or emergency management—may be required as a condition of employment, depending on position responsibilities, supervisory direction, and training availability. Employees may also be required to participate in safety courses, committees, or groups, and complete recertification as needed to support the safety of the agency and its personnel.

Your application should include the following:

• A completed online application showcasing how your qualifications align with the job requirements.
• An up-to-date resume.
• A cover letter detailing your interest in the position, your relevant skills and experience, and why you are the ideal candidate.
• At least three professional references with current contact information.

In addition to pay and other special employee programs, there are other benefits that WDFW employees may be eligible for. Click the “Benefits” tab at the top of this announcement to learn more.

Important Note:

All new employees must complete an Employment Eligibility Verification Form (I-9 Form) on their first day of work. If hired for this or any position at WDFW, you will be required to provide documentation proving you are eligible to work in the United States. For a list of acceptable documents, please use the following link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

Veteran and Military Spouse Preference Notice:

Per RCW 73.16.010 Veterans and qualifying spouses who meet the minimum qualifications of a position are eligible for preference during the initial application review stage. To receive this benefit, please do the following:

• Notify us of your veteran or military spouse status by email at RecruitmentTeam@dfw.wa.gov.
• Veterans only – Attach a copy of your DD214 (Member 4 copy), NGB 22 or USDVA signed verification of service letter.
  • Please redact any PII (personally identifiable information) data such as social security numbers.
• Subject line must include recruitment number, position, and spouse/veteran (example: 2025-1234 – Biologist 1 – Veteran)
• Include your name as it appears on your application in careers.wa.gov.

Diversity, Equity, and Inclusion Employer

As part of WDFW’s efforts to advance respectful and inclusive work environments, the Agency expects inclusivity as part of our professional interactions and communications. Therefore, we want to ensure that all individuals feel welcome and are treated fairly and respectfully. All staff are empowered to fully contribute to serving their work unit, Agency, and the citizens of Washington.

The Department of Fish and Wildlife is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans and people of all sexual orientations and gender identities are encouraged to apply.

Request an accommodation: Persons needing accommodation in the application process or this announcement in an alternative format please contact Jayme Chase by phone 360-902-2278 or email Jayme.Chase@dfw.wa.gov, or the Telecommunications Device for the Deaf (TDD) at 800-833-6388.

Technical Difficulties: If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or support@neogov.com.

Other questions: If you have other questions regarding this position, please reach out to OfficerRecruitment@dfw.wa.gov and reference job #2026-02192.

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