Administrative Assistant 3
Keeping Washington Clean and Evergreen
Protecting Washington State's environment for current and future generations is what we do every day at Ecology. We have a culture that is invested in making a difference. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, Ecology is a good fit.
The Toxics Cleanup Program (TCP) program within the Department of Ecology is looking to fill a Administrative Assistant 3 position. This position is located in our Eastern Regional Office (ERO) in Spokane, WA.
We are looking for applicants who are professional, organized, are able to perform in a fast paced, ever changing environment; strong time management and calendaring skills. Someone who possesses excellent written and verbal communication skills and is a team player.
As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability. Maybe you've seen some of our recent stories on Twitter, Facebook, Instagram or our blog.
To learn more about our agency, please visit our website at www.ecology.wa.gov.
Local efforts... Diverse people... Statewide impacts
Duties
Accidental spills of dangerous materials and past business practices have contaminated land and water throughout the state. The Toxics Cleanup Program (TCP) works to remedy these situations, which range from cleaning up contamination from leaking underground storage tanks, to large, complex projects requiring engineering solutions. Our mission is to get and keep contaminants out of the environment.
Some of the key work activities of the Administrative Assistant 3 position include:
- Independently manages the section manager's calendar, including arranging, rescheduling and prioritizing meetings by Outlook calendaring.
- Schedules meetings using online conference room scheduler and sets-up conference calls and video conferencing/webinars.
- Prepares agenda and attends staff meetings, takes and prepares meeting notes and provides meeting follow-up information.
- Delegated signature authority.
- Acts as the Human Resource (HR) liaison for the section with regard to section recruitment, hiring and HR paperwork flow and process.
- Uses independent judgment to evaluate requests for executive correspondence or information directed towards the section manager from the program manager or senior Ecology Managers.
- Has authority to make assignments to section staff and work with unit manager to ensure that executive correspondence and information briefings are completed in a timely manner.
- Composes and proofreads letters and memos for section manager signature.
- Follows the agency standard and good business practices to compose and/or format and finalize correspondence using MS Word.
- Prepares correspondence for the section manager independently or from brief notes.
- Tracks and prepares information, as necessary using MS Excel, PowerPoint, Outlook and SharePoint.
- Responsibilities include scheduling public meetings, distributing announcements and materials according to statutory requirements.
- Coordinates legislative and section public disclosure requests and assures accuracy and completeness via public disclosure coordinator.
- Makes travel arrangements for the section manager and program staff, including all logistics of travel, plane tickets, lodging reservations and rental vehicles.
- Active member of the TCP Administrative team.
- Compiles and enters data into a variety of Toxics Cleanup Program databases.
This recruitment will remain open until filled. The initial screening will be on March 7, 2019. In order to be considered for the initial screening, please submit an application on or before March 6, 2019. The agency reserves the right to make an appointment any time after the initial screening date.
Qualifications
Required Qualifications:
A High school diploma or equivalent AND a minimum of three (3) years of progressively responsible office/clerical, secretarial, bookkeeping, accounting, or general administrative work experience.
OR
Formal education will substitute year-for-year for experience.
Desired Qualifications:
- An additional two (2) years of professional secretarial experience.
- Experience working with administrative procedures.
Special Requirements/Conditions of Employment:
- Must possess a valid driver's license.
Why work for Ecology?
Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment.
A career in public service allows you to help solve some of the most challenging problems facing our state, while keeping the health and financial security of you and your family a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to work/life balance.
Ecology employees may be eligible for the following:
Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth
Student debt and how working for Ecology can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.
*See the Benefits tab in this announcement for more information
Supplemental Information
Application Instructions:
In order to be considered, applicants MUST attach the following documents as an attachment to their application:
- A cover letter describing how your experience, skills and abilities meet the required/desired qualifications of this position.
- A resume outlining your professional clerical experience.
- Please provide 3-5 professional references.
Please complete the applicant profile when applying for this position. Or, you may paste the text of your resume within the profile's resume text field.
Please read the supplemental questions carefully and answer completely. Incomplete responses, including "please see resume" may disqualify you from further consideration.
Department of Ecology employees, please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources at (360) 407-6186.
If you are reading this announcement in print format, please visit www.careers.wa.gov to access the online recruitment system. Click on "Look for Jobs" and select Dept. of Ecology under the "Department" search list. Click "Apply Search."
Other Information:
If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail careers@ecy.wa.gov. Please do not call this number or send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile's main page.
If you have specific questions about the position, please email Tami Justice at: Tami.justice@ecy.wa.gov. Please do not contact Tami to inquire about the status of your application.
The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.
This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.