Ecology’s mission is to protect, preserve and enhance Washington’s environment, and promote the wise management of our air, land and water for the benefit of current and future generations.
 
The mission of the Hazardous Waste & Toxics Reduction (HWTR) Program is to foster sustainability, prevent pollution and promote safe waste management.

The Administrative Assistant 2 position provides administrative support for the Hazardous
Waste and Toxics Reduction Program Eastern Regional Office. Duties include:

• Composes and/or formats and finalizes internal and external correspondence following agency standards and good business practices. Reviews, formats and edits correspondence and technical reports for grammar, sentence structure, and clarity.
• Maintains administrative files for the section manager.
• Tracks time-sensitive projects and provides status updates to affected individuals; assists section manager and staff with producing timely response to Executive Correspondence.
• Is the liaison between section staff and ERO Central Records staff to coordinate and respond to public information requests.
• Creates and maintains physical and electronic files and filing systems for administrative and technical data documents which meet state record retention schedules for archiving.
• Maintains public information handouts inventory providing Hazardous Waste and Toxics Reduction regulations and guidance materials to the public as requested.
• Assembles materials for mass mailings maintaining up-to-date mailing lists.
• Provides copying and faxing service for the section.
• Routes incoming mail.
• Coordinates purchase requests for office supplies, field supplies and office furniture according to agency policies and procedures; ensures safety, field, and office supply needs of the section are met.
• Coordinates training, travel requests, and travel reimbursements.  Makes travel arrangements for the section manager and program staff including: plane ticket, motel and rental vehicle reservations.
• Coordinates the logistics of meetings within the section or multi-programmatic and external parties; schedules meetings using Outlook Calendar and online conference room scheduler or arranges conference calls, if necessary; prepares meeting agendas and attends staff meetings, takes notes and provides meeting follow-up information to the section; develops the sections phone assignment rotation calendar, administers weekly schedule of section staff keeping electronic In/Out & section whiteboard up to date with staff scheduled, and advises Reception Team of daily changes.

Data entry, report development and management:

• Inputs site visit data timely and accurately in HWTR databases such as RCRAInfo, RSVP and Fasttrack.
• Develops reports to assist the section manager with tracking staff progress with completing site visits and meeting regional inspection commitments. Reviews reports and works with field staff to ensure accuracy of data.

Delegated Tasks:

• Is the principal administrative assistant to the ERO Section Manager.
• Represents the Section Manager at certain meetings in the section manager’s absence.
• Assists the Section Manager with coordinating the hiring process of new employees by reviewing applications, organizing hiring packages, setting up interviews, completing hiring paperwork.
• Manages the transition of new hires within the section and ensures necessary paperwork for new hires is completed in a timely manner.
• Coordinates new hire accommodations such as office space, set up, IT equipment, phone, and furniture needs.
• Serves as the liaison between the Section Manager and other staff relaying assignments and requesting status information.
• Establishes section procedures and framework for consistent storage and organization of electronic documents, emails and files.
• Assists staff with implementing established procedures. Develops solutions and recommendations for streamlining section administrative procedures.

Regional Administrative Support: 

• Provides backup support to the Regional Administrative Reception Team.
• Attends regional administrative support team meetings.
• Acts as the liaison between the Regional Business Administrator and the program staff with building logistics such as acquiring and moving furniture, climate control, telecommunications and work space repairs.

Required Qualifications:
 
A Bachelor’s degree in business administration, public administration or closely allied field

AND

Two (2) years of increasing responsible experience at the senior clerical level or higher. Experience to include working with administrative procedures, editing technical and legal documents, and working with government records and public disclosure requests. 

Clerical or office work experience may be substituted for education on a year for year basis. 

Graduate study may substitute for experience on a year for year basis.

• Knowledge of basic administrative procedures; office practices; correspondence preparation; State and department policies; management procedures and practices.
• Ability to: effectively direct work of others; plan and conduct the operation of an office.
• Proficient in the use of computers and software, including: Outlook Calendar, Microsoft Word and SharePoint, to organize work and create, format, and edit a variety of documents.
• Must be able to proof read and finalize formal documents with a high degree of accuracy. This includes proofreading and editing written material, identifying and correcting errors in grammar, improving clarity, composition, flow, organization, content, punctuation, and spelling.
• Must be organized and able to keep track of multiple activities which include the ability to prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
• Must be dependable and demonstrate maturity and willingness to accept responsibility.
• Must be discreet and maintain confidentiality, including the management of confidential information
• Must readily take initiative to do work without prompting.
• Must maintain a high degree of accuracy in multiple forms of communication.
• Must be flexible and adaptable to change.
• Must be able to type 50 WPM.
• Maintain professional working relationships with peers, co-workers, consultants, and the public that are collaborative and respectful. Listen attentively, identify issues, provide options, fulfill services, and/or exercise knowledge of laws and regulations to assist others and/or resolve complaints or conflicts.
• Must be able to effectively communicate with and assist upset, confused, demanding, or otherwise difficult clients, and customers.
• Must complete all work assignments in an appropriate and timely manner.

 
 
Desired Qualifications:

• Experience working with databases.

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.”

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 Lisa Brown at: lisa.brown@ecy.wa.gov. Please do not contact Lisa 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.

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.