Program Manager Assistant (Administrative Assistant 4)
Program Manager Assistant (Administrative Assistant 4)
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 Environmental Assessment Program (EAP) program within the Department of Ecology is looking to fill a Program Manager Assistant (Administrative Assistant 4) position. This position is located in our Headquarters Building in Lacey, WA.
This position reports and serves as the principal assistant to the Environmental Assessment Program Manager with the delegated authority and responsibility for administrative matters, providing efficient skill and communication in all matters affecting the Program Manager, the Program Manager’s direct reports, and all program staff. Serves as the office manager of the Environmental Assessment Program. Provides overall supervision to the office support team and ensures that the clerical needs of the Environmental Assessment Program staff are met in the completion of complex administrative duties.
We are looking for a person who exudes positivity, enjoys helping others, and appreciates facing new challenges on a regular basis.
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 Environmental Assessment Program provides a range of scientific, monitoring, laboratory, and quality assurance services. Its mission is to measure and assess environmental conditions in Washington State.Some of the key work activities for the Program Manager Assistant are:
This recruitment will have an initial screening on August 8, 2018. In order to be considered for the initial screening, please submit an application on or before August 7, 2018. The agency reserves the right to make an appointment anytime after the initial screening date.
- Assures that administrative processes run smoothly and provide support to program staff. This includes managing: human resources paperwork; travel, meeting, office space arrangements; data associated with payroll, purchasing, and records management.
- Performs and leads other administrative staff in accomplishing all of the necessary administrative functions to support the scientific work produced in the Environmental Assessment Program.
- Serves as Program Manager’s contact for internal and external entities.
- Keeps the Program Manager apprised of significant events and issues requiring review or action.
- Relays information to and from staff members, ensuring confidentiality at all times; anticipates needs, compiles and prepares briefing materials to prepare the Program Manager at meetings, hearings, and media events.
- Maintains the Program Manger’s schedule by computerized calendar, organizes materials for meetings and providing those in advance to the Program Manager.
- Informs the manager promptly as commitments change.
- Has delegated authority to make assignments to program staff, and requests status information, or completes them as appropriate. Ensures deadlines are met.
- Researches, solicits, and compiles information, and responds to requests from the Director’s Office, Legislature, Governor’s Office, Congressional staff, other agencies, stakeholders, and the public.
- Contributes to the development of program timelines, goals, objectives, policies, and procedures.
- Reviews, edits, or composes correspondence for Governor’s, Director’s, Program Manager’s, program staff’s, and own signature.
- Exercises delegated signature authority on administrative correspondence and other documents.
- Screens Program Manger’s email and mail, and uses independent judgment to prioritize and delegate to staff, redirect to other agency programs, reserve for Program Manager, or respond at desk level.
- Serves as administrative lead for EAP on administrative policies, objectives, goals and timelines to implement agency-wide procedures.
- Maintains familiarity with agency and program administrative procedures,
- Provides direction to professional and administrative staff on administrative policies such as Signature Delegation, Ethics, Public Disclosure, Leave/Delegation, Plain Talk policies, and high-priority program-specific issues.
- Reviews all drafts of written materials submitted to the Program Manager to ensure consistency with agency standards.
- Serves as the program’s Public Disclosure Coordinator and oversees and/or serves public disclosure requests.
- Works with other agency coordinators and the Attorney General’s Office to ensure compliance with public disclosure laws.
- Serves as the program’s personnel actions coordinator.
- Actively participates on the EAP Management Team, providing record-keeping, tracking discussions and decisions, developing agendas, distributing notes, and assisting with other tasks needed by the Program Management Team.
- Provides complex, confidential support to the EAP budget planner and budget staff, EAP policy coordinator, and the agency’s Quality Assurance Officer.
- Schedules meetings, takes meeting notes, develops meeting agendas, makes travel and training arrangements, and coordinates program’s all-staff conferences and events.
- Directly supervises the Forms and Records Analyst and a Purchasing Specialist.
- Compiles annual out-of-state travel plan for the program.
- Tracks expenditures for out-of-state travel and compares with budget estimates.
Requirements:A Bachelor’s degree in any field or four years of experience in administrative or office managerial experience.A minimum of Two years leading or supervising others in a leadership capacity or role.Ability to effectively organize multiple assignments, sometimes of complex nature or involving competing priorities, and the ability to produce work products that are accurate, thorough and on time.
Why work for Ecology?
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 the health and financial security of you and your family a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to work/life balance.
Ecology employees may be eligible for the following:
Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth
Student debt and how working for Ecology can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.
*See the Benefits tab in this announcement for more information
- Supplemental Information
Application InstructionsIn order to be considered, applicants MUST attach the following documents as an attachment to their application:
- A cover letter describing how your experience, skills and abilities meet the required/desired qualifications of this position.
- A resume outlining your professional clerical and customer service 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 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 email@example.com. 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 Carol Smith at: firstname.lastname@example.org. Please do not contact Carol 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.
Full-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.
How 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, University Job Board or WorkSource location then please share which one.03
- 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
Please select the statement that best describes your level of education.
04Please indicate your degree and major or put N/A if not applicable.05
- I have 30-59 semester or 45-89 quarter credits.
- I have 60-89 semester or 90-134 quarter credits (AA degree).
- I have 90-119 semester or 135-179 quarter credits.
- I have a bachelor’s degree or higher.
- None of the above statements apply.
Please select the statement that best describes your experience doing administrative work performing higher level administrative duties.
06Please provide additional information to support your response above. Describe in detail your office management/higher level administrative experience, specific duties performed, and length of time performing these duties,07
- I have at least one year of experience.
- I have at least two years of experience.
- I have at least three years of experience.
- I have at least four years of experience.
- None of the above statements apply.
Please select the statement that best describes your experience supervising office/clerical staff.
08Please describe the duties you performed as a supervisor. What do you consider to be the most difficult challenge you had to deal with as a supervisor?09
- I have at least one year experience.
- I have at least two years experience.
- I have at least three years experience.
- None of the above statements apply.
Please select the statement that best describes your experience with the Washington State Public Records Act (RCW 42.56).
10Please describe the most complex public records request that you had to process.
- I am familiar with RCW 42.56.
- I have applied RCW 42.56 as part of my job description.
- I have applied 42.56 as a major component of my job description.
- None of the above statements apply.
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