Coastal/Shorelands Section Secretary (Secretary Senior)

Salary
$29,100.00 – $37,476.00 Annually
Location
Thurston County – Lacey, WA
Job Type
Full Time – Permanent
Department
Dept. of Ecology
Job Number
2017-SEA4012-07431
Closing
8/28/2017 11:59 PM Pacific
Description

     Coastal/Shorelands Section Secretary (Secretary Senior) description image     Coastal/Shorelands Section Secretary (Secretary Senior) description image     Coastal/Shorelands Section Secretary (Secretary Senior) description image     Coastal/Shorelands Section Secretary (Secretary Senior) description image

Coastal/Shorelands Section Secretary (Secretary Senior) description image         


Keeping Washington Clean and Evergreen

Protecting Washington State’s environment for current and future generations is what we do every day at Ecology. If you want to join a highly effective, collaborative team in exciting work dedicated to managing a sustainable water supply in Central Washington, this may be the position for you.

The Shorelands and Environmental Assistance (SEA) program is currently looking to fill a Coastal/Shorelands Section Secretary (Secretary Senior) position. The position will be located in our Headquarters Building in Lacey, WA.

The Coastal/Shorelands Section Secretary position performs complex secretarial duties for a section of 15-20 environmental professionals. This includes developing and reviewing written materials, maintaining files, making travel and meeting arrangements, and providing other support to the section manager and staff. The position also serves as the Records and Information Management coordinator for the headquarters office of the Shorelands and Environmental Assistance (SEA) Program.

We are looking for applicants who have great organizational skills, communicate well with diverse audiences, take initiative to finish tasks without prompting, and work well in a team environment.

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. See some of our recent stories on TwitterFacebookInstagram or our blog.

To learn more about our agency, please visit our website at www.ecy.wa.gov.

 
Local efforts… Diverse people… Statewide impacts


Duties
Coastal/Shorelands Section Secretary (Secretary Senior) description image



The mission of the Shorelands and Environmental Assistance (SEA) Program is to support community conservation efforts for our shorelands, wetlands, and flood plains. 
 
Some of the key work activities for the Coastal/Shorelands Section Secretary include: 
 
Provides support to the section manager and section staff:

  • Composes and/or formats and finalizes correspondence using various software programs and meeting agency standards and good business practices. Correspondence includes letters to internal and external parties as well as confidential personnel paperwork.
  • Coordinates training requests, travel reimbursements, personnel paperwork (i.e. job offer letters, evaluations, personnel action forms). Develops purchase requests for office supplies, field equipment, office furniture, and other section needs. Monitors the office supply needs of the section, trying to avoid running out of essential supplies needed for daily functions.
  • Makes travel arrangements for the section manager and staff, including plane tickets, motel reservations and rental vehicles.
  • Creates and maintains hard copy and digital files and filing systems for purchasing, correspondence, personnel, and other issues. Archives hard-copy files following state record retention schedule. Provides copying and scanning services to staff either in-house or coordinating externally. Updates and maintains section SharePoint site.
  • Schedules and coordinates the logistics of various meetings, including setting up conference calls if necessary. Schedules and attends section meetings. Composes meeting minutes as necessary.
  • Maintains a current desk manual for this position.


Public Disclosure and Records Management:

  • Serves as a Records and Information Management (RIM) coordinator for the SEA Program headquarters and is the lead for public disclosure requests. This includes acknowledging records requests with written letters; gathering pertinent documents; reviewing documents for possible exemptions; scheduling time with requestor; making copies, as appropriate; preparing invoices and submit to requestors; and mailing documents to the requestor.  Keeps informed on Ecology, state and federal laws and regulations regarding public disclosure and access to public records.
  • Assists staff in developing, organizing, and maintaining files under proper records management procedures.
  • Assists section secretaries in developing, organizing, creating and maintaining filing systems in SEA’s central files, promoting easy retrieval and manual updates. Takes the lead in maintaining inventory of files and records of disposition of files.


Provides (e-time) time accounting assistance to section staff; checks staff e-time sheets against approved staffing plan.
 
Provides backup support to SEA Program headquarters administrative team. Attends SEA administrative support team meetings. Provides back-up as needed to 2nd floor reception desk.  



Qualifications

Required Qualifications:

High school graduation or equivalent AND two (2) years of increasingly responsible secretarial office experience.
 
Skills and Abilities:

  • Proficient in the use of computers, including the use of Microsoft Word, Excel, PowerPoint, and SharePoint to create, format, and edit a variety of products, track budgets, and organize work.
  • Ability to proofread and finalize formal documents with a high degree of accuracy.  This includes proofreading and editing written material; identifying and correcting errors in grammar; and 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 discreet and maintain confidentiality, including the management of confidential information.
  • Must readily take initiative to do work without prompting.
  • Must maintain high degree of accuracy in multiple forms of communication.
  • Must complete all work assignments in an appropriate and timely manner.


Desired Qualifications:

  • An additional two (2) years of professional secretarial experience. College or related vocational education may substitute year-for-year for the additional experience.
  • Experience working with administrative procedures within a state or other governmental agency.
  • Experience working with technical staff and issues related to the environment, natural resources, science, law, or policy.


Supplemental Information

Application Instructions:
In order to be considered, applicants MUST include the following documents as an attachment to their application:
  • A cover letter describing how your experience, skills and abilities meet the required qualifications of this position.
  • A resume outlining your professional experience.

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 Brian Lynn at: brian.lynn@ecy.wa.gov.  Please do not contact Brian 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 position is included in the Washington Federation of State Employees (WFSE) union bargaining unit for the Department of Ecology. All employees covered by the collective bargaining agreement (CBA) with the WFSE will, as a condition of employment, either become members of the WFSE and pay membership dues or, as non-members, pay a representation fee as described in the CBA, no later than the 30th day following the effective date of this CBA or the beginning of their employment.

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.
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