Information Management And Communications Section Executive Assistant (Administrative Assistant 3)

Description

We are looking for someone who wants to be a key player on a cohesive and collaborative team working to protect Washington’s residents and environment by reducing the use of toxic chemicals, safely managing dangerous waste, preventing new contaminated sites, and cleaning up contamination. This Executive Assistant (Administrative Assistant 3) position reports directly to the Information Management and Communications (IMC) Section Manager of the Hazardous Waste and Toxics Reduction (HWTR) Program, with a primary focus on high-level administrative and secretarial support duties for the section, unit supervisors, and staff. A significant part of this position will be supporting hiring and onboarding of employees, as well as assisting in coordination of meetings and travel. The position will be instrumental in supporting Communications, Information Technology, strategic planning, and Fees/Reporting teams.

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?

• Provide primary administrative support to the HWTR IMC Section Manager, including delegated responsibility such as coordinating section staff activities, managing the Section Manager’s calendar, and coordinating with staff on scheduling issues.
• Independently organize the hiring process, including setting up interviews, compiling and distributing interview packets, and escorting interviewees.
• Assist with onboarding of new staff in a timely and effective manner, ensuring that the process continues to improve for future employee onboarding.
• Collaborate and consult with the program’s other administrative team members, acting as back-up for numerous efforts and for assisting in the establishment of HWTR office procedures.
• Coordinate travel arrangements and agency-required documentation for the IMC Section Manager, IMC supervisors, and employees as needed for attendance at meetings, conferences, and training, both in and out of state.
• Coordinate and schedule meetings, webinars and events, and coordinate IMC Section office operations.

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:In clerical, secretarial, bookkeeping, accounting, or general administrative office work experience.
• Education:In business administration, public administration or closely allied field.

OR

One year of experience as an Administrative Assistant 2, with the Department of Ecology.

• Experience working in an environmental office or government agency.
• Experience managing Outlook Calendars for two or more people.
• Familiarity with State of Washington records retention schedule and procedures.
• At least one year of experience in reception.

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 Cheryl Blackburn at: Cheryl.Blackburn@ecy.wa.gov. Please do not contact Cheryl 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.

Equal Opportunity Employer: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, military spouses 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.