Assistant to Division Manager, Administrative Assistant 4 (AA4)
Posted 2025-08-15
Remote, USA
Full Time
Immediate Start
Assistant to Division Manager, Administrative Assistant 4 (AA4)
Recruitment #2025-7-A122
Full-time, Permanent, Represented position (WFSE)
Location: Natural Resources Building- Olympia, WA
Work Hours and Partial Telework flexibility may be available and considered
Relocation Compensation may be available and considered
Salary: $4,542.00 - $6,107.00 Monthly
Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment at any time after 8/4/25. It is in your best interest to submit materials as soon as possible.
Want to join something GREAT and make a difference?
The Department of Natural Resources (DNR) has an exciting opportunity within our Forest Regulation Division as an Administrative Assistant.
This position serves as the principal assistant with delegated authority performing administrative support duties for the Division Manager of the Forest Regulation Division. Responsibilities include direct support of the division manager and the division management team, as well as planning, organizing, and implementing the division’s administrative activities and office staff. The AA4 is also responsible for records management, report preparation, calendar coordination and scheduling, meeting management, logistical coordination, presentation preparation, inventory reconciliation, and updates. This position is the principal liaison between the Commissioner’s/Executive Management staff.Responsibilities:
• Provide high-level, confidential administrative support for the Division Manager.
• Direct and coordinate special projects as assigned by the Division Manager.
• Responsible for determining administrative practices and methods for the most efficient office procedures.
• Draft and proofread various types of publications, presentations, and correspondence that may include tables and graphs.
• Monitor the division's personnel evaluation process.
• Prepare internal and external division administrative correspondence.
• Coordinate, attend, and take minutes at regular management team meetings, other division meetings/conferences; prepare agendas, arrange for equipment and travel needs.
• Responsible for communicating on behalf of the Division Manager by responding to all emails sent to the public email addresses.
• Serve as an effective communication link and reliable source of information for others.
• Act as a communication conduit for management by knowing whom to inform of changes or new developments and ensuring they receive clear communications.
• Track Division Manager's involvement with contracts/agreements, authorizations of expenditures, assignments, correspondence, and other documents
• Serve as the main point of contact with the Human Resources Division. Responsible for overseeing, preparing, reviewing, and processing a variety of personnel actions for personnel in the division. Maintain Position Description Forms and Performance Development Plans for all positions within the division and prepare the annual Human Resources Performance Measure Report.
• Responsible for centralized office support functions, including reception, mail systems, copiers, correspondence, document processing, and office supply provisioning.
• Ensure provision of high-quality customer service to the division.
• Perform complex administrative duties that require independent judgment, accountability, confidentiality, organizational and prioritization skills, and outstanding interpersonal skills.
• Serve as lead for the acquisition, assignment, upgrade, and cancellation of computers, software, tablets, desk and cell phones, and associated office and personal equipment needs (RSA tokens, etc.).
• Perform other administrative duties such as analysis, reporting, and responding to inquiries as needed.
Required Qualifications:
• An associate’s degree in business administration, public administration, or a closely related field, AND two years of relevant professional experience performing
administrative tasks;
OR An equivalent combination of education and experience.
• Experience with calendar management, note-taking, and letter or policy writing for leadership professionals at a medium to large organization.
• Experience following and adhering to confidentiality practices in the context of file management, and/or HR supportive tasks.
• Experience following and monitoring the adherence to organization-wide and/or IT security policies, processes, and/or practices.
• Knowledge of:
• Office organization, methods, and management principles.
• Inventory control and records management.
• Establishing office procedures, standards, priorities, and deadlines.
• Office space allocation and planning.
• Human resource policies and rules, i.e., civil service reform, collective bargaining units (WPEA/WFSE).
• IT authorization of software and licenses.
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.
• DNR Core Competencies:
• Personal Accountability
• Value Others
• Compassionate Communication
• Inspire Others
• Commitment to Excellence
Special Requirements and Conditions of Employment:
• Office environment: workspace is located next to the reception area for the division, located on the 3rd floor of the NRB. The position will have many interruptions throughout the day. May be eligible to telework based on business needs, and with prior approval from the direct supervisor
• May be required to travel for different purposes for internal meetings, regional visits, and public meetings.
Desired Qualifications:
• Notary license.
• Understands organizational structure and has experience functioning within a complex organization.
• Experience advising on specific courses of action, demonstrating awareness of potential impacts and liability, and experience developing consensus among parties.
Don’t let doubts stop you from applying for this position. If you have any questions about the required qualifications or how your experience relates to them, please contact us at DNRrecruiting@dnr.wa.gov. A note to potential candidates: Studies have shown that women, trans, non-binary, Black, Indigenous, and people of color (BIPOC) are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. We value diversity and inclusion in our organization, and we are looking for the best person for the job. Don’t hesitate to apply!Application Requirements: Failure to provide the listed documents may result in disqualification. If you have questions or difficulty attaching these documents, please contact dnrrecruiting@dnr.wa.gov.
• Apply online: at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications for the position and the position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: 3-5 professional references with current telephone numbers, to include your 2 most recent supervisors. You may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (Social Security number, year of birth, etc.).
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at info@governmentjobs.com with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those communications.
Questions? Please contact Saboor Jawad at saboor.jawad@dnr.wa.gov/360-742-7130 or email us at DNRrecruiting@dnr.wa.gov
Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 522-2500 or email DNRrecruiting@dnr.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.
About the Department of Natural Resources (DNR).
At DNR, we approach our work through the lens of making Washington a better place environmentally and are dedicated to serving Washington’s lands and communities through diversity, equity, and inclusion.
Our Vision – Our actions ensure a future where Washington’s lands, waters, and communities thrive.
Our Mission – Manage, sustain, and protect the health and productivity of Washington’s lands and waters to meet the needs of present and future generations.
Our Core Values:
• Safety and Well-Being —Our top priority is the safety of the public and our employees.
• Public Service —We value and respect the public we serve, and we value and respect the people of the Department of Natural Resources who step up to serve.
• Innovation and Creative Problem-Solving — We solve our state’s most pressing challenges through innovative thinking, dedication, and bold and creative vision.
• Leadership and Teamwork —We are committed to building leaders at all levels and building teams for success.
DNR provides excellent benefits, a few of which include:
• Commitment to organizational health and wellness
• Work/life balance
• DNR Employee Resource Groups (Diversity, Equity and Inclusion Council, Women’s Employee Resource Group, Veterans Employee Resource Group, etc.)
• Statewide Employee Business Resource Groups, visit here to learn more
• Leadership that empowers and supports employees
• Professional development opportunities
• Educational and career development aid
• Public Service Loan Forgiveness Eligibility
• Opportunities to participate in wildland fire suppression assignments
• A comprehensive benefits package includes employer contributions toward health insurance, paid holidays, retirement plans, sick leave, and vacation days. Visit http://careers.wa.gov/benefits.html for more information.
Additional Information:
This recruitment may be extended and used to fill future similar vacancies for up to sixty (60) days.
DNR does not use the E-Verify system. For more information, please visit www.uscis.gov.
Veterans wishing to claim Veteran’s preference, please attach a copy of your DD-214, NGB-22, or other verification of military service. Please black out your Social Security number before attaching it. We thank you and are grateful for your service!
Equal Opportunity Employer: The Washington State Department of Natural Resources 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 with disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.
Once you submit your online application, you can check your status by logging into your account. If you experience technical difficulties creating, accessing, or completing your application, call 360-664-1960 or 1-877-664-1960 or email CareersHelp@des.wa.gov.
Check us out on: DNR’s website | Facebook | Twitter | Instagram | YouTube | WordPress Apply tot his job
Recruitment #2025-7-A122
Full-time, Permanent, Represented position (WFSE)
Location: Natural Resources Building- Olympia, WA
Work Hours and Partial Telework flexibility may be available and considered
Relocation Compensation may be available and considered
Salary: $4,542.00 - $6,107.00 Monthly
Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment at any time after 8/4/25. It is in your best interest to submit materials as soon as possible.
Want to join something GREAT and make a difference?
The Department of Natural Resources (DNR) has an exciting opportunity within our Forest Regulation Division as an Administrative Assistant.
This position serves as the principal assistant with delegated authority performing administrative support duties for the Division Manager of the Forest Regulation Division. Responsibilities include direct support of the division manager and the division management team, as well as planning, organizing, and implementing the division’s administrative activities and office staff. The AA4 is also responsible for records management, report preparation, calendar coordination and scheduling, meeting management, logistical coordination, presentation preparation, inventory reconciliation, and updates. This position is the principal liaison between the Commissioner’s/Executive Management staff.Responsibilities:
• Provide high-level, confidential administrative support for the Division Manager.
• Direct and coordinate special projects as assigned by the Division Manager.
• Responsible for determining administrative practices and methods for the most efficient office procedures.
• Draft and proofread various types of publications, presentations, and correspondence that may include tables and graphs.
• Monitor the division's personnel evaluation process.
• Prepare internal and external division administrative correspondence.
• Coordinate, attend, and take minutes at regular management team meetings, other division meetings/conferences; prepare agendas, arrange for equipment and travel needs.
• Responsible for communicating on behalf of the Division Manager by responding to all emails sent to the public email addresses.
• Serve as an effective communication link and reliable source of information for others.
• Act as a communication conduit for management by knowing whom to inform of changes or new developments and ensuring they receive clear communications.
• Track Division Manager's involvement with contracts/agreements, authorizations of expenditures, assignments, correspondence, and other documents
• Serve as the main point of contact with the Human Resources Division. Responsible for overseeing, preparing, reviewing, and processing a variety of personnel actions for personnel in the division. Maintain Position Description Forms and Performance Development Plans for all positions within the division and prepare the annual Human Resources Performance Measure Report.
• Responsible for centralized office support functions, including reception, mail systems, copiers, correspondence, document processing, and office supply provisioning.
• Ensure provision of high-quality customer service to the division.
• Perform complex administrative duties that require independent judgment, accountability, confidentiality, organizational and prioritization skills, and outstanding interpersonal skills.
• Serve as lead for the acquisition, assignment, upgrade, and cancellation of computers, software, tablets, desk and cell phones, and associated office and personal equipment needs (RSA tokens, etc.).
• Perform other administrative duties such as analysis, reporting, and responding to inquiries as needed.
Required Qualifications:
• An associate’s degree in business administration, public administration, or a closely related field, AND two years of relevant professional experience performing
administrative tasks;
OR An equivalent combination of education and experience.
• Experience with calendar management, note-taking, and letter or policy writing for leadership professionals at a medium to large organization.
• Experience following and adhering to confidentiality practices in the context of file management, and/or HR supportive tasks.
• Experience following and monitoring the adherence to organization-wide and/or IT security policies, processes, and/or practices.
• Knowledge of:
• Office organization, methods, and management principles.
• Inventory control and records management.
• Establishing office procedures, standards, priorities, and deadlines.
• Office space allocation and planning.
• Human resource policies and rules, i.e., civil service reform, collective bargaining units (WPEA/WFSE).
• IT authorization of software and licenses.
• Commitment to fostering and supporting an environment that honors diversity, equity, inclusion, and environmental justice practices.
• Perform assigned duties in a manner consistent with applicable laws, regulations and public records retention and requests are followed.
• DNR Core Competencies:
• Personal Accountability
• Value Others
• Compassionate Communication
• Inspire Others
• Commitment to Excellence
Special Requirements and Conditions of Employment:
• Office environment: workspace is located next to the reception area for the division, located on the 3rd floor of the NRB. The position will have many interruptions throughout the day. May be eligible to telework based on business needs, and with prior approval from the direct supervisor
• May be required to travel for different purposes for internal meetings, regional visits, and public meetings.
Desired Qualifications:
• Notary license.
• Understands organizational structure and has experience functioning within a complex organization.
• Experience advising on specific courses of action, demonstrating awareness of potential impacts and liability, and experience developing consensus among parties.
Don’t let doubts stop you from applying for this position. If you have any questions about the required qualifications or how your experience relates to them, please contact us at DNRrecruiting@dnr.wa.gov. A note to potential candidates: Studies have shown that women, trans, non-binary, Black, Indigenous, and people of color (BIPOC) are less likely to apply for jobs unless they feel they meet every qualification as described in a job description. We value diversity and inclusion in our organization, and we are looking for the best person for the job. Don’t hesitate to apply!Application Requirements: Failure to provide the listed documents may result in disqualification. If you have questions or difficulty attaching these documents, please contact dnrrecruiting@dnr.wa.gov.
• Apply online: at www.careers.wa.gov (Click on the APPLY button above).
• Letter of interest: describing your specific qualifications for the position and the position required, desired, and special requirements.
• Resume: that details your experience and qualifications.
• References: 3-5 professional references with current telephone numbers, to include your 2 most recent supervisors. You may attach a document, use the References text field in the online application, or include it with your resume.
• Important: Do not attach any documents that include photos or private information (Social Security number, year of birth, etc.).
• Complete all supplemental questions.
• Candidates who move forward in the recruitment process may be contacted via email at info@governmentjobs.com with interview information/scheduling instructions. Please monitor the email listed in your application materials and check your junk email folder to ensure you receive those communications.
Questions? Please contact Saboor Jawad at saboor.jawad@dnr.wa.gov/360-742-7130 or email us at DNRrecruiting@dnr.wa.gov
Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 522-2500 or email DNRrecruiting@dnr.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.
About the Department of Natural Resources (DNR).
At DNR, we approach our work through the lens of making Washington a better place environmentally and are dedicated to serving Washington’s lands and communities through diversity, equity, and inclusion.
Our Vision – Our actions ensure a future where Washington’s lands, waters, and communities thrive.
Our Mission – Manage, sustain, and protect the health and productivity of Washington’s lands and waters to meet the needs of present and future generations.
Our Core Values:
• Safety and Well-Being —Our top priority is the safety of the public and our employees.
• Public Service —We value and respect the public we serve, and we value and respect the people of the Department of Natural Resources who step up to serve.
• Innovation and Creative Problem-Solving — We solve our state’s most pressing challenges through innovative thinking, dedication, and bold and creative vision.
• Leadership and Teamwork —We are committed to building leaders at all levels and building teams for success.
DNR provides excellent benefits, a few of which include:
• Commitment to organizational health and wellness
• Work/life balance
• DNR Employee Resource Groups (Diversity, Equity and Inclusion Council, Women’s Employee Resource Group, Veterans Employee Resource Group, etc.)
• Statewide Employee Business Resource Groups, visit here to learn more
• Leadership that empowers and supports employees
• Professional development opportunities
• Educational and career development aid
• Public Service Loan Forgiveness Eligibility
• Opportunities to participate in wildland fire suppression assignments
• A comprehensive benefits package includes employer contributions toward health insurance, paid holidays, retirement plans, sick leave, and vacation days. Visit http://careers.wa.gov/benefits.html for more information.
Additional Information:
This recruitment may be extended and used to fill future similar vacancies for up to sixty (60) days.
DNR does not use the E-Verify system. For more information, please visit www.uscis.gov.
Veterans wishing to claim Veteran’s preference, please attach a copy of your DD-214, NGB-22, or other verification of military service. Please black out your Social Security number before attaching it. We thank you and are grateful for your service!
Equal Opportunity Employer: The Washington State Department of Natural Resources 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 with disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.
Once you submit your online application, you can check your status by logging into your account. If you experience technical difficulties creating, accessing, or completing your application, call 360-664-1960 or 1-877-664-1960 or email CareersHelp@des.wa.gov.
Check us out on: DNR’s website | Facebook | Twitter | Instagram | YouTube | WordPress Apply tot his job