Keeping Washington Clean and Evergreen

Protecting Washington State’s environment for current and future generations is what we do every day at Ecology. We are 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, and believes in the fun factor, Ecology is a good fit.

The Waste 2 Resources (W2R) program is looking to fill a Section Secretary (Secretary Senior) position. This position will be located in our Headquarters Building in Lacey, WA.

The Section Secretary position provides secretarial services and administrative assistance for the Statewide Resources Section of the W2R Program.  This position is the secretarial service provider for a staff of approximately 20 people. This position operates in an independent manner and is expected to perform complex, administrative tasks with minimal supervision.

We are looking for applicants who have a positive attitude and strong interpersonal skills, are creative in their approach to projects, possess excellent time management and organizational skills, are good communicators and are customer service focused.

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.ecy.wa.gov.

Local efforts… Diverse people… Statewide impacts

The Waste 2 Resources (W2R) Program’s mission is to reduce wastes through prevention and reuse; keep toxics out of the environment; and safely manage what remains.

Some of the key work activities of the Section Secretary position are:

• Provides all secretarial and administrative support for Statewide Resources Section Manager and section staff.
• Maintains confidentiality and keeps the section manager informed of significant issues.
• Maintains the section manager’s calendar.
• Schedules meetings and video conferences, and resolves any scheduling conflicts. Reserves conference rooms, and ensures all meeting logistics including equipment, room setup, and light refreshments as necessary. Performs meeting sign-in for large meetings. Takes meeting notes.
• Assists section manager with tracking deadlines. Assists in processing personnel related paperwork.
• Answers section manager’s telephone – routes calls as appropriate, takes messages, or transfers callers to voice mail.
• Assists in responding to public disclosure requests. Makes travel arrangements, and prepares travel authorizations and reimbursements.
• Creates, drafts, and/or finalizes a variety of documents such as memos, letters, and reports using word processing software.
• Prepares section correspondence including formatting, proofreading, and making corrections for sentence structure, spelling, grammar, and punctuation, all in accordance with agency Plain Talk standards.
• Compiles and produces the section’s monthly report.
• Maintains the section’s electronic reading file.  Organizes and maintains mailing lists, performs mail merges, and prepares mass mailings of information materials and correspondence.
• Uses spreadsheet and database software to develop and maintain records; develops PowerPoint presentations and display materials using graphics software.
• Assists staff with email, word processing, and spreadsheet/tables problems.  Performs data entry as needed.
• Assists with grants processing including proofreading, making copies, and mailing grants to recipients.
• Performs Plain Talk reviews of section documents and website pages.  Provides backup assistance for publication coordinator duties.
• Organizes and performs coordinating functions for webinars.  Prepares surveys using Survey Monkey or similar online tools.
• Provides backup assistance answering the 1-800-Recycle Hotline. Provides backup assistance for the office’s reception line. Makes independent decisions on routing callers or visitors, or takes accurate, detailed messages.
• Develops, organizes, and maintains the section’s filing system for hard copy and electronic records.

Experience must include the following:

At least two years of experience in the following:

• Use of office equipment:  Personal computer, copier, fax machine, and audiovisual equipment.
• Use of Microsoft Office software:  Outlook, Word, Excel, and PowerPoint.
• Organizing and managing hard copy and electronic files.
• Formatting and proofreading documents to meet state (or the Gregg Reference Manual) standards.
• Creating, drafting, and/or preparing a variety of documents such as memos, letters, and reports.
• Performing customer service duties that includes answering phones and resolving questions form the public over the phone and by email.

At least one year of experience writing and editing documents to meet Washington State Plain Talk standards.

Desired Qualifications:
Associates Degree in office administration or equivalent.

For immediate consideration, please apply online: https://www.governmentjobs.com/careers/washington/jobs/1317827/section-secretary-secretary-senior