Administrative Support Specialist (Administrative Assistant 3)

Keeping Washington Clean and Evergreen

The Information Technology Services Office (ITSO) within the Department of Ecology is looking to fill an Administrative Support Specialist (Administrative Assistant 3) position. This position is located in our Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.

In this role, you will have an opportunity to learn best practices in correspondence, scheduling, and travel arrangements which is helpful in advancing on the administrative track. The ITSO program is dedicated to Diversity, Equity, Inclusion and Respect (DEIR) in the workplace as well as providing a work-life balance. 

Agency Mission: Ecology’s mission is to protect, preserve and enhance Washington’s environment for the benefit of current and future generations.

Program Mission: The Information Technology Services Office (ITSO) is the central provider of strategic and tactical support for the use of Information Technology (IT) within Ecology. The mission of ITSO is to create and support useful technology services that adapt for the future and support Ecology’s mission.

Tele-work options for this position: This position will be eligible for up to 70% tele-work schedule. Schedules are dependent upon position needs and are subject to change. Applicants with questions about tele-work, and flexible or compressed schedules are encouraged to reach out to the contact person listed below in “other information.” Schedules are dependent upon position needs and are subject to change.

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 *Click here for more information 

About the Department of Ecology

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. Join a team that is highly effective and collaborative, with leadership that embraces the value of people. To learn more, check out our Strategic Plan. 

Ecology cares deeply about employee wellness; we go beyond traditional benefits, proudly offering:

• A healthy life/work balance by offering flexible schedules and telework options for most positions.
• An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.
• Continuous growth and development opportunities.
• Opportunities to serve your community and make an impact through meaningful work.

Our commitment to DEIR
Diversity, equity, inclusion, and respect (DEIR) are core values central to Ecology’s work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.

Diversity: We celebrate and appreciate diversity; our unique perspectives and abilities enrich us all and lead to innovative approaches and solutions.

Equity: We champion equity, recognizing that each of us need different things to thrive.

Inclusion: We intentionally create and hold space so that we all have meaningful opportunities to participate and contribute to Ecology’s work.

Respect: We treat each other with respect and dignity, acknowledging the inherent worth of our diverse perspectives and lived experiences, even in times of uncertainty and disagreement.

 
We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued. 

 

Duties

What makes this role unique?

In this role, you will support the managers within the Information Technology Services Office (ITSO). The ITSO program provides timely and accurate support to the entire Department of Ecology and requires excellent customer service and active listening skills.

 
 What you will do: 

• Review correspondence and documents for formatting, organization, clarity, spelling, grammar, punctuation, and consistency. Refer to agency and program policies and procedures to meet agency communication standards. Ensure that documents and email messages are created with digital accessibility in mind.
• Schedule virtual and in-person meetings and coordinate facility needs for meetings, trainings, conferences, and workshops.
• Assist with travel arrangements for program staff and review and process travel expense vouchers.
• Monthly Budget Tracking utilizing the Purchase Tracking System (PTS).
• Contract Workflow Tracking.
• Maintain confidentiality at all times.

Qualifications

Required Qualifications:

Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:
 

• 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent
• 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalent

Experience for both required and desired qualifications can be gained through various combinations of formal professional employment, education, and volunteer experience. See below for how you may qualify.

Four (4) years of experience and/or education as described below:
 
Experience in: Clerical, secretarial, bookkeeping, accounting, or general administrative office work experience. 

Experience includes the following:

• Proficiency in Microsoft Office applications used by the agency, such as Word, Outlook for calendaring and email, SharePoint, Excel, OneNote, etc. 
• Proficiency in proofreading, editing, grammar usage, and punctuation; as well as accurate and fast typing. 
• Accuracy and attention to detail. 
• Ability to maintain confidentiality. 
• Ability to effectively organize multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough, and on-time. 
• Ability to prioritize tasks and organizational skills to create and maintain electronic and hard copy files. 
• Reliability to be on the job and be a productive team member in a fast-paced Office with competing deadlines. 

Education: High School Diploma or Equivalent or formal college-level course work with a major study in business administration, public administration, or closely allied field.

See chart below for a list of ways to qualify for this position: 

Possible Combinations

College credit hours or degree – as listed above.

Years of required experience – as listed above.

Combination 1

No college credit hours or degree (a minimum of a High School Diploma or equivalent is required).

4 years of experience

Combination 2

30-59 semester or 45-89 quarter credits.

3 years of experience

Combination 3

60-89 semester or 90-134 quarter credits (AA degree).

2 years of experience

Combination 4

90-119 semester or 135-179 quarter credits.

1 year of experience

Combination 5 

A Bachelor's Degree or above.

No experience required

Desired Qualifications:

We highly encourage you to apply even if you do not have some (or all) of the desired experience below.  

• Experience in Microsoft Office Suite: Word, Excel, Teams, Adobe Acrobat Pro.
• Experience with using Outlook for scheduling meetings and responding to electronic mail and SharePoint.
• Demonstrate performance as dependable, flexible, and willing to accept responsibilities without prompting.

Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.

Supplemental Information

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified candidates from all backgrounds are encouraged to apply.


Need an Accommodation in the application and/or screening process or this job announcement in an alternative format?

 

• Please call: (360) 407-6186 or email: careers@ecy.wa.gov and we will be happy to assist.
• If you are deaf or hard of hearing you can reach the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
• If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up on the status of your application. You can view the latest status of your application on your profile's main page.
• If you are reading this announcement in print format, please enter the following URL to your search engine to apply: https://ecology.wa.gov/About-us/Get-to-know-us/Jobs-at-Ecology.  

Application Instructions:

It's in the applicant's best interest to submit all of the documents listed below. Applications without these documents may be declined.

 

• A cover letter describing why you are interested in this position.
• A resume outlining your experience and education (if applicable) as it relates to the minimum qualifications of this position.
• A list of three professional references.

Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.  
 
For Your Privacy:
When attaching documents to your application (such as Resume, Cover Letter, Transcripts, DD-214, etc.):

 

• Please be sure to remove private information such as your social security number, date of birth, etc.
• Do not attach documents that are password-protected, as these documents may not be reviewed and may cause errors within your application when downloaded.

Additional Application Instructions for Current 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.

Application Attestation: 

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. 

Other Information:

If you have specific questions about the position, please email Kristy Schreiner at: Kristy.Schreiner@ecy.wa.gov Please do not contact Kristy to inquire about the status of your application.

 
To request the full position description: email careers@ecy.wa.gov

Why work for Ecology?

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.

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 your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance.

To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.

Collective Bargaining: This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.   

Equal Opportunity Employer: 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, military spouses 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.

Note: This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.