Administrative Assistant 5 [1205BAA5(16)]
State of Washington - Seattle, WA

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Providing Regulatory Oversight for Our States Financial Service Providers

The Department of Financial Institutions' (DFI) mission is to regulate financial services to protect and educate the public and promote economic vitality. DFI is self-supporting, in that none of its operating revenues come from the state's general tax funds. Its operating revenues are paid by the organizations and individuals it regulates.

DFI has five divisions that regulate a wide range of financial enterprises and individuals, such as: banks, credit unions, mortgage brokers, payday lenders, and securities issuers and salespeople. To learn more about the Department of Financial Institutions, please visit our website at www.dfi.wa.gov .

The Division of Banks regulates Washington State-chartered commercial banks, stock savings banks, mutual savings banks, alien banks, savings and loan associations, and independent trust companies. We charter new banks, business development corporations, trust companies, foreign banks, and savings and loan associations. We also authorize new branches and branch closures and approve mergers and acquisitions.
This division is currently recruiting for an Administrative Assistant 5 to work in the Seattle office located in downtown Seattle on 6th Avenue.

Duties:
Specific duties include, but are not limited to:
Administrative

Monitor, tracks and prepare Director’s correspondence.
Manage and arrange Director’s schedule and travel.
Act as receptionist for phone calls and guests. Forward voice mail messages to the intended recipient.
Maintain the inventory of office supplies and equipment. Complete the inventory annually as required by the fiscal office.
Order office and kitchen supplies. Keep office organized.
Maintain secure file room. Ensure work papers are scanned and sent to the Tumwater office and returned to FDIC or shredded.
Make examiners air travel arrangements, both in-state and out-of-state.
Pick up daily mail delivery. Coordinate campus/Fed Ex mail deliveries.
Point of contact with building management for fire drills/repairs, etc.
Initiate Track-It requests for examiner/management computer issues.
Schedule and manage vendors for repair of office equipment (printers, scanners, faxes, phones).
Delegated Authority to purchase up to $5,000 per billing/$3,500 per transaction using the VISA purchasing card.
Assist with phone coverage of calls forwarded from the Tumwater office during staff absences.
Coordinate special events such as the division all-staff meetings.
Answers telephone inquiries regarding laws and regulations.
Assist the Tumwater office staff, as needed, with the Division’s monthly bulletin, Agency annual report, interested parties list, accounts receivable, accounts payable, post payments, etc.
Maintain the exchange time spreadsheet for exam staff.
Researche and provide statistical information about industry performance and divisional personnel for the Conference of State Bank Supervisors (CSBS) Accreditation Annual Reviews and CSBS
Manage the Annual Profiles and five year renewal on the division’s performance.
Coordinate and monitor preparation of the Department of Financial Institutions/Federal Deposit Insurance Corporation’s Dialogue Day event.
Coordinate preparation and distribution of interagency correspondence and material (agendas, presentations) with the FDIC, FRB, CSBS, trade associations, and other state banking departments.
Coordinate preparation and distribution of surveys regarding regulatory issues and customer service and supervise compilation of information from surveys.
Attend rule-making meetings with Division management to record the meeting and take minutes.
Act as backup support to the division’s Program Manager for Applications and the Tumwater Admin Assistant 3, as needed.
Examinations

Assist Program Managers, Case Managers and Examiners with completing and mailing written correspondence.
Track and return work papers for State and FDIC examiner preparation week.
Send out reports finalized by the Case Manager and Assistant Case Manager in Seattle.
Send out and tracks returned examination surveys.
After completion of exams, scan work papers prior to shipment to the Tumwater office.
Act as backup administrative support to the Case Manager, Admin Assistants in Tumwater, as needed, by reviewing the examination schedule, assisting in determining and meeting deadlines for each stage of the examination process, processing edits to examination reports; and preparing final examination reports, composing transmittal letters, and preparing final examination reports for mailing to financial institutions and federal and state regulators, maintaining and reviewing the examination status report, typing and distributing all examination-related correspondence to banks, trust companies, and other regulatory agencies, and typing and recording Supervisory Directives and monitoring responses to directives from banks and trust companies. Special Projects

Researche and coordinate resolution of consumer complaints against our regulated entities. Research and respond to inquiries regarding state and federal consumer protection laws from consumers and attorneys.
Respond to inquiries about banking practices and state and federal banking laws from consumers, legislators, other government agencies, federal and state regulators, and stakeholders.
Make recommendations to management regarding methods to improve the handling of consumer complaints and inquiries, as necessary.
Meet with consumers to discuss banking issues.
Collect data about the type of consumer complaints received by the Division and their resolutions.
Handle public records requests on complaints filed on our regulated entities.
Assist with preparing statistical information and reports for the division.
Analyze and tabulate bank statistical data as assigned by the Program Manager for the Conference of State Bank Supervisors (CSBS). As assigned by the Program Manager, researche and gather data for the Division accreditation with CSBS.
Assist Program Managers with data gathering for GMAP and performance measures to OFM.
Participate, coordinate, monitor and track recurring activities and special projects such as agency self-assessment, strategic plans, performance measures, budget allotments to ensure that timelines and requirements have been met.

Qualifications:
Desired Qualifications:
One year as an Administrative Assistant 4

OR

Two years as an Administrative Assistant 3

OR

A Bachelor's degree in business administration, public administration or closely related field and three years of administrative or supervisory experience. Additional qualifying experience may substitute for education on a year-for-year basis. Graduate study may substitute for up to two years of experience on a year-for-year basis. Knowledge or experience working for a financial institution is desired.

Knowledge in the following areas is preferred:
State government organization and administrative procedures.
Federal and local government functions.
Office methods and procedures.
Research methods and data collection.
State and agency functional policies.

Supplemental Information:
Official Work Station & Travel Requirements:
The official work station for this position is the Seattle office located in downtown Seattle on 6th Avenue. The majority of time will be spent in an office environment with occasional travel between the Seattle and Tumwater office for meetings, trainings, etc.

Work Schedule:
The work schedule for this position will be Monday - Friday 8:00 am - 5:00 pm with one hour for lunch each day.

Salary Information:
A 3% temporary salary reduction (TSR) is in effect for this position and is reflected in the amounts listed on this announcement:

Application Process:
Interested applicants should select the "Apply" button and attach the following materials to their application:

Cover Letter
Resume
Three work related/professional references **Applicants who do not submit all required application materials may be disqualified and may not move forward in the hiring process. If you are not able to attach a document, please notify the contact person prior to submitting your application.

This recruitment may be used to fill multiple positions. Application review may begin immediately. DFI reserves the right and may exercise the option to make a hiring decision at any time. It will be to the applicant’s advantage to submit materials as soon as possible.

Contact Information:
Renae Miller
360-725-7817
renae.miller@dfi.wa.gov

Note: DFI will conduct a background investigation, to include a credit check, on candidates not currently employed at the agency. DFI is an equal opportunity employer and vigorously pursues diversity in the workforce. We encourage women, racial and ethnic minorities, people over 40, people with disabilities, and disabled and Vietnam-era veterans to apply. People with disabilities who need help with the application process or need this announcement in an alternative format may call the DFI’s Human Resource office at 360-725-7817.

State of Washington - 2 years ago - save job - block
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