Medical Secretary jobs in Olympia, WA

Description

This position reports to the State Archivist and independently oversees administration of the ALL Foundation, cultivates relationships with board members, manages all financials, and oversees Archives, Legacy Washington’s and Library ALL Foundation) WTBBL’s private fundraising arm. The ALL Foundation supports the programs, collections and missions of the Archives, Library, Washington Talking Book & Braille Library, and Legacy Washington and serves as the fiduciary for funds raised specifically to support these programs and collections. This position also oversees the creative design and the video component for Legacy Washington and outreach of Archives.

**Please note: It is in the candidate's best interest to apply as soon as possible.

Duties

Administers, directs and oversees the ALL Foundation
Tasks include:

• Administers, oversees and directs activities of the All Foundation.
• Organizes meetings, coordinates all logistics, communicates with trustees, facilitates the agendas and generates minutes.
• Responsible for ensuring all activities are within the scope of the Foundation Articles of Incorporation, bylaws, financial policy, gift acceptance and planned giving policy.
• Creates, manages, and independently responsible for all correspondence with board members; maintains all records of Foundation business and transactions.
• Serves as liaison to Foundation’s Finance Committee.
• Organizes legal documentation for institutional giving, licensing, and annual renewal as a charity and Foundation.
• Mines databases, current constituents, and former donors for prospects by analyzing multiple reports and conducting online research pertinent to project that needs support.
• Tracks donors in Raiser’s Edge and QuickBooks and reconciles the two.
• Oversees internal controls and procedures to ensure compliance with accounting practices.
• Directs the annual WTBBL campaign, including constructing annual campaign letter; Determines theme, current needs, scope, opportunities for development, and needed materials or services that donor funds could be used for and prepares reports for those requests for the Foundation Board.
• Markets and manages WTBBL bequest (planned giving) program and incoming bequests; tracks bequest expenditures.
• On behalf of the Secretary of State, formulates letters soliciting gifts and composes correspondence to major donors/sponsors with special recognition.
• Collaborates with ALL Foundation on concepts for annual giving campaign and events hosted by the ALL Foundation.
• Advises State Archivist and executive level staff on status of ALL Foundation
• Oversees marketing & promotion of the ALL Foundation at a statewide level.
• Create & maintain COOP plan for the All Foundation.
• Manages statistical data for annual giving campaign and reports to stakeholders.
• Makes recommendations to State Archivist and Deputy State Archivist regarding staffing changes.
• Interviews, recommends, trains, monitors and evaluates staff.
• Manages, prioritizes and assigns work to subordinate staff; sets expectations & evaluates performance.
• Approves leave requests of program staff and ensures adequate staffing.
• Oversees outreach for ALL Foundation.
• Has delegated decision making authority.

• As subject matter expert, confers with program staff, agency staff, and state and local government agencies; Interprets and implements program policies and procedures; Poses solutions as unique and unprecedented issues arise.
• Develops, maintains and continually evaluates program rules, policies and procedures; Identifies when gaps exist.
• Advises advisory board, Chief Historian and State Archivist on status of the Legacy Washington program.
• Assists with development of Legacy Washington education program, a new endeavor to engage K-12 students and educators, heritage organizations, and the public at large.
• Serves as core contact for managing Karshner Center partnership
• Helps facilitates Legacy Washington educational components such as contests in schools.
• Prioritizes expenditures and projects future needs.
• Monitors & audits financial issues.
• Works with contracts & purchasing division to create interagency agreements & service contracts.
• Creates an initial corporate target list at the beginning of each Legacy project.

• Other duties as assigned.

Qualifications

Required Qualification:

• 
  Five years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events.
• One year supervisory experience performing the following tasks: interviewing, hiring, training, assigning, and/or directing work and evaluating staff.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.
• Current Washington State driver’s license.

• Knowledge of nonprofit board administration and management.
• Knowledge of accounting and the production of administering basic financials for reporting purposes.
• Experience managing large programs with significant monetary impact.
• Experience directing charitable fund-raising donation campaigns.
• Bachelor's degree in business administration or related field.
• Organizing multiple assignments to produce work products that are accurate and thorough honoring schedules, timeframes, and due dates.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.
• Current Washington State driver's license or have requested and obtained an appropriate accommodation.
• Demonstrated ability to exercise sound professional judgement.
• Demonstrated ability to analyze problems and create reasonable solutions.
• Demonstrated ability to lead a collaborative work group.
• Knowledge of the legislative process including experience such as participating in the bill writing process and/or communication with or serving as a legislative liaison for constituents and legislators.
• Working knowledge of the state budget process, public disclosure laws & personnel rules.
• Strong ability to cultivate relationships and promote programs with diverse and prominent trustees.
• Ability to operate in good faith and spending as directed.
• Ability to facilitate high-level meetings.
• Ability to communicate with constituents and prospective constituents and have a sold understanding of Legacy Washington, WTBBL and the Trust.

Supplemental Information

Working Conditions:
Works primarily in an office environment with a standard laptop computer. Standard core business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. with the ability to work some evenings and weekends to support activities, events, and presentations, which are generally scheduled in advance. Some statewide travel may be required to support exhibits and events. Incumbent must be able to maneuver objects weighing 40 pounds with or without reasonable accommodation.

Special Requirements

• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position
• This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE) and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.
• Current Washington State driver’s license or have requested and obtained an appropriate accommodation.
  

• To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current Resume
  • Three Professional references. Personal references will not be considered.
• You must complete the supplemental questions at the end of this application. Incomplete responses such as "see resume" will not be considered. In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.