Administrative Assistant 1 - Everett

Administrative Assistant 1 (AA1) - Full-time/Permanent

The Department of Children, Youth, and Families (DCYF) is seeking an Administrative Assistant 1 (AA1) to join our team in Everett, Region
3. This position provides support to Social Service Specialists, Supervisors, and community partners in the Everett Office. Our ideal candidate excels in a fast-paced environment, thrives in multitasking, and effectively manages work priorities and deadlines. If you're looking for an opportunity for professional growth and development in a clerical role, apply today!

Within DCYF, this detail-oriented position involves a range of complex clerical tasks, routine duties, and recurring responsibilities. Multitasking, managing work priorities, meeting deadlines, and covering for other positions in the unit are aspects of the job. This clerical position will provide service for our staff members, community members, and the public who come into the office. This position will assist with a variety of tasks that have strict processing timelines.

This position exercises specialized knowledge of DCYF programs and requirements, and exercises independent judgment in resolving written communication and clerical issues with discretion. In this role, you will need to learn many different tasks and ensure they are processed correctly without errors. This position will work with other clerical staff and will assist others when needed; clerical staff will be cross-trained to ensure timelines are met.

Assisting each other with training methods will be expected of all administrative support staff. This position reports to the Office Manager and is expected to maintain confidentiality at all times.

Some of what you'll do:

• Provide reception duties.
• Screen calls and visitors.
• Maintain office procedures, standards, priorities, and deadlines while coordinating office operations.
• Apply knowledge of various DCYF regulations, rules, policies, and procedures.
• Provide internal and external customer service to a diverse population.
• Communicate verbally and in writing with customers, answer inquiries, and provide information to internal and external customers.
• Create, edit, and review correspondence.
• Maintain court calendars.
• Troubleshoot standard office equipment such as multi-function device scanner, copier, fax machine, and other office equipment.
• Perform vehicle fleet management, including driving vehicles for service, repair, and cleaning.
• Maintain conference room schedules.
• Enter data into department databases, Excel, and other computer programs.
• Upload court orders; file court documents online and in person as required.
• Process background checks, disclosure, and discovery requests.
• Process Birth Certificate and Social Security Number requests.
• Prepare files for uploading to the document management system.
• Maintain electronic files and/or logging systems for databases.
• Provide backup to other Administrative Assistants for both Tacoma and Parkland field offices.

Required Qualifications:

High school diploma (or GED) and one year of office experience requiring keyboarding or typing. OR Equivalent education and experience totaling one year of office/clerical, secretarial, bookkeeping, accounting, or general administrative work. AND The ability to take action to learn and grow. The ability to take action to meet the needs of others.

Preferred/Desired

Qualifications:

Previous experience with or demonstrative ability to:

• Operate a computer, keyboard, and use Microsoft Office products.
• Draft, edit, and send electronic correspondence.
• Navigate internet browsers and conduct research.
• Edit, proofread, and draft memos and other forms of written documents.
• Prioritize multiple assignments in an office environment.
• Effectively communicate with management, peers,…