OFBE Administrative Assistant 2

OFBE Administrative Assistant 2
Location: Natural Resources Building- Olympia, WA
Salary: $3,239.00 - $4,299.00 Monthly

Review of applications is ongoing. We reserve the right to make a hiring decision or close this recruitment at any time after 5/28/2026. It is in your best interest to submit materials as soon as possible.

Responsibilities:
Accounts Receivable and Cash Receipting

• Process all payments received at the NRB.  This includes identifying all incoming mail that may contain a payment to DNR, opening, verifying, and endorsing all payments received.  Recording in NaturE all funds received in Olympia from customers paying with check or equivalent, cash, journal voucher, EFT, etc.  Closing out the daily receivables journal by reconciling the system log with actual financial documents.
• Create Sales Orders for new Receivables in NaturE.
• Receive remittances in the mail and make a copy, give to AR for further processing instructions.  Receive warrant mail and give AR their warrants for further processing unless the warrant is ready to be mailed.  Such as putting a warrant in a prepared envelope, or preparing envelopes to get mailed out (seal envelope, pink slip, etc.)

Assist the Accounts Payable team

• Retrieve and print accounts payable (A/P) vendor remittance advices and warrant register reports from email.
• Compare warrant, EFT, Wire transfer, and IAP information with A/P payment documents.  Document and report any discrepancies to the AP FA1 for further research or resolution.
• Make Copies of any documentation in the payment batch if required according to “Pink” slip instructions along with a copy of the remittance advice for that vendor. These will be used for mailing once the warrant is received later in the day.
• File all payment batches and support documentation according to the established Finance methods.
• Upon receipt of warrants in afternoon, mail warrants with any back up documentation.
• File all journal vouchers and supporting documentation according to established Finance methods.
• Backup up AP data entry as needed.

Assist the Finance Management Team

• Has delegated authority to coordinate and schedule OFBE events, such as all-staff meetings, agency in-person and online trainings, financial update meetings with DNR Executive Leadership, and peer-to-peer connection meetings with the Financial leadership of partner agencies. 
• Perform administrative support for OFBE by assignment, independent research, prepare, analyze, and assemble data for special projects. Establish and follow administrative policies, procedures, and methods for the Chief Financial Officer, Budget Director, Lead Economist, Finance Manager, and Deputy Finance Manager, and assist office staff to ensure work assignments are accurate and timely. 
•  Keep the Finance Manager informed of significant and important items requiring review and action, call attention to deadlines and goals, and follow through to ensure deadlines and customer service needs are met. 
• Serves as the point of contact for OFBE, ensuring high-quality customer service to internal and external stakeholders and customers. 

Financial Records Management

• Following the Documents Request Instructions: Pull all A/P documents as requested by DNR Departments, Regions, or OFBE Staff, log a copy of the request list, the person who received the original documents, and the requester’s signature acknowledging they received the documents. Coordinate with the requester on documents to be scanned or copied; once complete, check the documents back in and refile. 
• Assist AA4 with archiving Finance documents according to the records retention schedule. Pull records requests as needed. 

Agency Mail Distribution

• Receive, sort, and distribute all DNR mail that passes through the Natural Resource Building, including all FedEx and UPS deliveries received. Prepare all outgoing mail for the next pickup. 
• Understand United States Postal Service (USPS) and Consolidated Mail Services (CMS) requirements, regulations, and procedures for accurately processing agency outgoing mail, and review outgoing mail for appropriate and properly completed mailing instructions. Maintain mail center supplies and prepare bulk mailing envelopes for outlying offices. 
• Report CMS issues to AA4 for resolution.
• Other duties as assigned or delegated.