Executive Assistant (Administrative Assistant 5)

Description

About the Department of Ecology

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• Opportunities to serve your community and make an impact through meaningful work.

Our commitment to DEIR
Diversity, equity, inclusion, and respect (DEIR)are core values central to Ecology’s work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.

Duties

What makes this role unique?

• Manage the CFO’s calendar - schedule meetings; understand meeting content well enough to strategically schedule time in alignment with CFO and FSD priorities; ensure agendas and meeting materials are provided in advance of meetings to the extent practicable.
• Manage emails - respond on behalf of the CFO; direct emails to the appropriate contact; highlight important/high-priority items to the CFO and FSD management team; track and keep records of paperwork.
• Coordinate routing of contracts, receivable agreements, federal funding applications and other paperwork to the CFO for approval/signature.
• Manage management team agendas - solicit topics, determine timing of agenda items, and ensure supporting material is provided. Participate in management discussions, taking meeting notes and documenting next steps and required follow-up items.
• Exercise signature authority on behalf of CFO for various items.
• Event planning for meetings (in person and remote) - reserve spaces, transportation; contact guests and ensure their needs are met.
• Coordinate personnel actions and maintain records for the CFO’s office.
• Participate in the hiring process to include drafting forms and memos for hiring actions, forming interview panels, developing interview questions, scheduling interviews, conducting interviews, and devising scoring criteria.

Qualifications

Required Qualifications:
Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:

• 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent
• 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalent

• Experience: clerical, secretarial, bookkeeping, accounting, or general administrative office work experience or supervisory experience.
• Education: involving major study in business administration, public administration or closely allied field.

Desired Qualifications:

• Ability to maintain professional, business-like composure and patience under stress.
• Ability to use the Internet and Microsoft Office Word, Excel, SharePoint, PowerPoint, and Outlook.
• Consistently follow accepted rules of the English language regarding grammar, word usage, pronunciation, and sentence structure in all oral and written communications.

Supplemental Information

Ecology seeks diverse applicants:We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified candidates from all backgrounds are encouraged to apply.
Need an Accommodationin the application and/or screening process or this job announcement in an alternative format?

• Please call: (360) 407-6186 or email: careers@ecy.wa.gov and we will be happy to assist.
• If you are deaf or hard of hearing you can reach the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
• If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up on the status of your application. You can view the latest status of your application on your profile's main page.
• If you are reading this announcement in print format, please enter the following URL to your search engine to apply: https://ecology.wa.gov/About-us/Get-to-know-us/Jobs-at-Ecology.

• A cover letter describing why you are interested in this position.
• A resume outlining your experience and education (if applicable) as it relates to the minimum qualifications of this position.
• A list of three professional references.

• Please be sure to remove private information such as your social security number, date of birth, etc.
• Do not attach documents that are password-protected, as these documents may not be reviewed and may cause errors within your application when downloaded.

If you have specific questions about the position, please email Erik Fairchild at Erik.Fairchild@ecy.wa.gov Please do not contact Erik to inquire about the status of your application.
To request the full position description: email careers@ecy.wa.gov

Why work for Ecology?
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.
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 your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance.
To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.