Administrative Assistant (Administrative Assistant 3)
Administrative Assistant (Administrative Assistant 3)
Keeping Washington Clean and Evergreen
Protecting Washington State’s environment for current and future generations is what we do every day at Ecology. We have 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, Ecology is a good fit.
The Hazardous Waste and Toxics Reduction (HWTR) program is looking to fill an Administrative Assistant (Administrative Assistant 3) position. This position will be located in our Northwest Regional Office (NWRO) in Bellevue, WA.
The Administrative Assistant serves as principal assistant to the NWRO Section Manager with the delegated authority and responsibility for administrative matters, providing efficient skills and communication affecting the Section Manager as well as the HWTR-NWRO Corrective Action Unit Supervisor, the Compliance Unit Supervisor, the Toxics Reduction Unit Supervisor, and 27 professional and technical staff within the NWRO section.
We are looking for applicants who possess excellent inter-personal, computer and technical skills with the ability to work independently and reprioritize tasks as needed in order to successfully support the team, and enjoy being part of that team.
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.ecology.wa.gov.
Local efforts… Diverse people… Statewide impacts
The Hazardous Waste and Toxics Reduction (HWTR) Program is made up of people dedicated to fostering sustainability, preventing pollution, and promoting safe waste management. We do many different things in a coordinated approach to protect people and the environment of Washington State from hazardous waste pollution.
The Administrative Assistant independently provides high level confidential administrative support for the Hazardous Waste and Toxics Reduction Program for the Northwest Regional Office Section Manager.
Some of the duties include:
- Serves as principal assistant to the NWRO Section Manager with the delegated authority and responsibility for administrative matters including, providing efficient skills and communication in matters affecting the Section Manager.
- Independently maintains section manager’s calendar, including arranging, scheduling and prioritizing meetings using Outlook calendaring.
- Schedules meetings at NWRO using online conference room scheduler, and sets up conference calls and video conferencing assisting in the logistics such as equipment reservation, working lunches & ordering supplies.
- Attends staff meetings, takes meeting notes and provides meeting follow-up information.
- Makes travel arrangements for section manager and program staff, including all logistics of travel, plane tickets, lodging reservations, and rental vehicles.
- Provides interpretation or explanation of the supervisor’s policies or viewpoints.
- Has been delegated responsibility for the following assigned budget areas: Lab sampling, Other contracts/purchase services, Printing and invoices, Memberships, Other goods and services, and Equipment – participates in annual budget development, estimates expenditures, controls spending, approves expenditures and provides quarterly status reports to the section manager.
- As Purchase Coordinator, uses independent judgment to maintain an inventory of office supplies, furniture & field equipment.
- Follows purchasing guidelines for contractual items and competitive pricing to order supplies using the PTS (Purchase Tracking System).
- Independently organizes the hiring process for the section and unit managers within HWTR-NWRO section.
- Coordinates & prepares personnel actions (arranging interviews, candidate notifications, and final personnel packages for new hires or promotions).
- Manages the transition for new hires within the section by ensuring necessary paperwork for new hires is completed in a timely manner during the New Employee Orientation.
- Uses independent judgment to track time-sensitive projects to include executive correspondence, keeping the section manager informed of significant issues and status of projects.
- Serves as a liaison between supervisor and other staff members by relaying assignments from and to the supervisor and requesting status information for the supervisor.
- Creates and maintain files and filing systems for administrative files and technical data documents.
- Archives files following the state record retention schedule.
- Composes and proofreads letters and memos for section manager’s signature following agency standards and good business practice.
- Tracks and prepares information, as necessary using Microsoft Word, Excel, PowerPoint, Outlook, and SharePoint.
- Performs complex word processing tasks such as inputting, formatting, and editing letters, memos, and technical reports for 27 professional & technical staff.
High school graduation or equivalent AND three years of increasingly responsible administrative/secretarial experience supporting mid or executive level management.
- Proficient in the use of computers, including Microsoft Word, Excel, Access, and PowerPoint to create, format and edit a variety of products, track budgets, and organize work.
- Experience in Records Management both hard copy and electronic file experience.
- Must be able to use independent judgment with regard to administrative duties and daily tasks.
- Must be able to compose routine correspondence for section managers, unit managers and staff.
- Must be able to take meeting minutes/notes.
- Have experience in and be able 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, 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 & maintain confidentiality, including the management of confidential information.
- Must readily take initiative to do work without prompting.
- Must be organized & able to keep track of multiple activities which include the ability to prioritize & perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
- Proficient in the use of computers and software, including: Microsoft Outlook calendaring, Word, Excel, Access & Power Point.
- Must be able 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, improving clarity, composition, flow, organization, content, punctuation and spelling.
- Maintain professional working relationships with peers, co-workers and the public that are collaborative and respectful.
- Event planning and meeting management experience.
- Supplemental Information
Application Instructions:In order to be considered, applicants MUST attach the following documents as an attachment to their application:
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.
- A cover letter describing how your experience, skills and abilities meet the required/desired qualifications of this position.
- A resume outlining your professional clerical experience.
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 firstname.lastname@example.org. 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 Raman Iyer at: Riye461@ecy.wa.gov. Please do not contact Raman 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.
More than Just a Paycheck!Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.Read about our benefits:The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.Insurance BenefitsEmployees and families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.Retirement and Deferred CompensationState Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems‘ web site.Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Vacation (Annual Leave)You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.
HolidaysFull-time employees are entitled to eleven* paid holidays:HOLIDAYDATENew Year’s DayJanuary 1Martin Luther King, Jr’s birthdayThird Monday in JanuaryPresidents’ DayThird Monday in FebruaryMemorial DayLast Monday in MayIndependence DayJuly 4Labor DayFirst Monday in SeptemberVeterans’ DayNovember 11Thanksgiving DayFourth Thursday in November & Friday afterChristmas DayDecember 25Personal HolidayEmployee’s selection each calendar year
*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.Social SecurityAll state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.Sick LeaveFull-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.Please visit the State HR Website for more detailed information.
01How did you learn about this job posting?
02If you selected Community Based Organization, Community / Technical College, Job Board, Job Fair, LinkedIn Group, Newspaper, Other State Agency, Other Website, Professional Association, Radio, University Job Board or WorkSource location then please share which one.03Do you have a high school diploma or equivalent?
- Community Based Organization
- Community / Technical College
- Ecology Employee
- Ecology Recruiter
- Ecology Jobs Page
- Job Board
- Job Fair
- Other State Agency
- Other Website
- Professional Association
- University Job Board
04Do you have at least three (3) years of increasingly responsible administrative/secretarial experience supporting mid or executive level management.
05Please provide additional information to support your answer above. Include position title(s), specific duties and dates of employment. Make sure your response shows the progression in responsibilities. (Please note: incomplete answers for any of these questions, including “please see resume,” may remove you from further consideration.)06Are you proficient in the use of computers and software including: Outlook Calendar, Microsoft Word, Excel, Access and PowerPoint to organize work and create, format, and edit a variety of products and presentations?
07Are you able 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, improving clarity, composition, flow, organization, content, punctuation and spelling.
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