Forwards emails and phone calls to the appropriate staff.
Receives incoming emails and phone calls from the public and contractors.
Assists AA3 with staff travel plans and reservations including adherence to department and division policies and procedures.
Preforms daily clerical support functions for the unit including: opening and distribution of mail, logging documents, inventory and distribution of publications, inventory and tracking of supplies, and submittal of purchase requests.
Copies and disburses the appropriate documents to the appropriate grantees, program coordinators and departments.
Keeps track of program detailed information with a high-level of accuracy.
Assists with maintaining procedures for OCVA and CSHD.
Provides clerical support to the MD, AMD, Unit Staff, and AA3 as required.
Coordinates scheduling, logistics, agendas, and note taking for unit and board meetings.
Explains and interprets rules, policies and operating procedures.
Maintains proper electronic record of confidential information. Distributes documents to the appropriate staff.
Reviews documents signed by the MD and AMD.
Provides high-level support to the Managing Director (MD), Assistant Managing Director (AMD) and AA3 by reviewing and editing documents, assisting with scheduling, and coordinating meetings.
Serves as the delegate to the Administrative Assistant 3 (AA3) and acts on behalf of the AA3 in their absence.
Provides Administrative Support to OCVA Staff, Managing Director, Assistant Managing Director and Administrative Assistant 3 This role is important to ongoing support for OCVA and this is some of what you'll perform: This position will coordinate records retention processes and electronic unit filing system on behalf of unit, respond to public disclosure requests and coordinate unit supplies, surplus and inventory. The position serves as the primary backup to the Administrative Assistant 3 (AA3) and has delegated authority to act on the AA3’s behalf. This Administrative Assistant 2 is responsible for providing administrative and staff support services for the Office of Crime Victims Advocacy unit. The Community Services and Housing Division (CSHD) partners with local governments and nonprofits to develop and preserve affordable housing, promote individual and family self-sufficiency, reduce homelessness, address the causes and effects of crime and violence, and invest in community facilities. The person in this role will lead an important records project that will require in office presence in the Olympia, WA duty station. For this position t here an expectation to be in the office before and after the building reopens this March. It is anticipated that interviews for this position will be held using virtual videoconferencing. For any staff working at Town Square, Commerce requires strict adherence to social distancing protocols and anyone entering the Town Square is required to wear a mask. While the building is closed, most Commerce staff work remotely except for mission essential employees. SPECIAL NOTE: Currently, Commerce is closed to the public as a result of the pandemic.