Administrative Assistant - Customer Engagement - Remote

Administrative Assistant - Customer Engagement - Remote

We are committed to building and maintaining a workplace environment that is collaborative and supports all employees as we effectively carry out the agency’s mission. This includes ensuring inclusion and equity throughout the agency, while embracing the individual differences of our employees and clients. We believe that diverse perspectives and backgrounds are fundamental to doing our best work. With 15 offices statewide, 400 positions and important work to do, we always welcome talented people to join our team. Get to know us! We share more about who we are and what we do on social media, using the hashtag #WeAreSAO and on our website at: Current Openings and Internships - Office of the Washington State Auditor.

A job and benefits that support a healthy work/life balance. The Washington State Auditor’s Office (SAO) prides itself in offering flexible schedules and a hybrid work environment that helps our staff balance work and life. We also offer a comprehensive package of health and wellness benefits to employees, including:

• Full benefits package. Click here to learn more.
• Paid vacation, sick leave and holidays.
• Growth and development opportunities, including 80+ hours of training each biennium
• Educational and professional certification reimbursements
• An agency-wide commitment to diversity, equity, inclusion and respect in the workplace.

We are looking for an Administrative Assistant 3 to support our King County audit teams. Responsibilities will include: interpreting and applying administrative policies; developing, implementing and documenting procedures to ensure compliance with policies; coordinating personnel administration including recruitment, new hire orientation, and payroll; ensuring adequate supplies and equipment are in compliance with budget and policy guidelines; serving as a liaison between Audit Managers and other staff. This position will be assisting more than one office in the King County area, and will be expected to travel to different offices as necessary.

Duties

Essential functions: The following functions may be the responsibility of this position in one or more offices, as each office is independently managed. Administrative Assistance to assigned Audit Management: Assists Audit Managers with tasks and projects as delegated and serves as liaison between managers and other staff communicating daily via telephone and email to fill information requests of the Audit Managers.

• Coordinates office operations to ensure efficient use of space, equipment and personnel.
• Maintains liaison and coordination between services and technical support in Olympia.
• Establish, maintain, and serve as contact for office accounts, lease, and equipment maintenance.
• Maintains office supplies and equipment in compliance with budget and policy guidelines, including purchase authority.
• Manage an inventory of team-level equipment in accordance with Office policies and team-level procedures.
• Review and monitor team-level budgets.
• Purchase card custodian, maintain and reconcile purchase card activity log and credit card statement.
• Review, reconcile, and act as the custodian for team recognition items which may include assisting with procuring gift cards and/or small recognition gifts.

Human Resource and Payroll Assistance:

• Coordinate personnel administration including recruitment and interview scheduling, new hire orientation, and payroll.
• Review and process staff time summaries, leave slips, and travel vouchers for accuracy, completeness and in accordance with team level processes; assist staff in correcting errors; submit to fiscal and maintain file copy.
• Ensure required documents are sent to human resource and file copy retained.
• Oversight of travel time review in accordance with team-level processes.

Audit Support and Team Mate:

• Assist auditees and citizens with concerns and information inquiries.
• Maintain audit files (which may include initial set-up); electronic data; and the future audit work files (FAWF) as well as archiving the audit upon completion.
• Coordinate record retention and destruction.
• Assist with audit scheduling as needed. Duties may include performing initial client contact, scheduling tentative entrance and exit interviews, sending out pre-audit request lists and updating the schedule as needed.
• Assist in the management and tracking of outstanding hotline and fraud cases including but not limited to: tracking open cases, informing team management and staff and items need to be considered during case audits, updating activity logs and aiding in communication with citizens, clients and SAO personnel on the status of open submissions.
• Assist with the creating of audit engagement letters for open audits and the printing of documents of meetings as needed including entrance and exit conferences.
• Assist with data input as needed on the team level.

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