Region Director's Assistant (Administrative Assistant 5)

Keeping Washington Clean and Evergreen

The Department of Ecology's Southwest Region Office (SWRO) in Lacey, WA is looking to fill the Region Director's Assistant (Administrative Assistant 5) position. Upon hire, you must live within a commutable distance from the duty station.

As the Region Director's Assistant (RDA), you will be responsible for coordinating the communications and schedule of the Southwest Region Director (RD). Operating at an executive and confidential level, the RDA works closely with the RD on the agency’s most sensitive or controversial issues to ensure the highest level of customer service and that projects are well coordinated. As the regional administrative services lead, you will embody the One-Ecology philosophy – working as a resource and problem-solver across all eleven environmental programs in the Southwest Region. This will include operational and process improvement projects to enhance our services and resources to the regional team and our customers. You will also directly supervise two employees.

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

 

The Department of Ecology's Southwest Region Office (SWRO) provides core environmental and natural resources services to the 12 counties of the Olympic Peninsula and Southwest Washington. The office is one of four regional offices and serves as the base of operations for 160 staff from multiple environmental programs. The SWRO also includes a field office in Vancouver which is base for 15 employees. From these locations, Ecology delivers a full spectrum of environmental services including water quality protection, water rights administration, toxic site cleanup, hazardous chemicals oversight, shorelines and wetlands protection, spill response, waste management, and environmental monitoring.

The Southwest Region Office Administrative Team is a supportive, growth-oriented, and enthusiastic group of individuals committed to the success of one another and the region. The Region Director highly values partnerships and relationships internally and externally. The team includes the Region Director, Region Director's Assistant, Region Business Administrator, Receptionist, Fleet Coordinator, Environmental Reports Tracking System (ERTS)/State Environmental Policy Act (SEPA) Coordinator, Public Disclosure and Records Information Management Lead and three Forms and Records Analysts.

Tele-work options for this position: This position will have flexibility of a hybrid schedule, empowering work from home and office, providing less time in traffic and shrinking your carbon footprint. This position will be eligible for up to a 40% tele-work schedule. Applicants with questions about position location options, 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.

Application Timeline: This position will remain open until filled; we will review applications on August 15, 2024. In order to be considered, please submit an application on or before August 14, 2024. If your application isn't received by this date, it may not be considered. The agency reserves the right to make a Hire any time after the initial screening date. 

Please Note: We will review all applications received before the date above. Additional reviews after this date typically only occur if we have a small applicant pool, or if a successful Hire was not made.

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?

This position is unique in the agency because it supports the Region Director's responsibility of implementing eleven environmental and natural resource program areas. In this role, you will have the opportunity for growth in a variety of skills and competencies in business management, customer service, and environmental protection. You will also be a key member of the Southwest Region Management Team, working directly with administrative and environmental managers, as well as ensuring effective communication and coordination with Ecology’s executive management. You will have the ability be flexible, adaptable, and shift the Region Director’s schedule and priorities with short notice. You will proactively keep updated on environmental issues within the region and facilitate cross-program coordination on issues that required oversight or response from the Region Director.

What you will do: 

 

• Schedule and coordinate the Region Director’s calendar.
• Ensure all inquiries and correspondence to the Region Director are answered completely and promptly.
• Review and edit reports and other written correspondence.
• Supervise the work and prepare annual evaluations for two positions: Fleet Coordinator and Southwest Region Office Receptionist.
• Set agendas and prepare notes for weekly Region Management Team meetings, Expanded Region Management Team meetings, and regional all staff meetings.
• Help organize all-staff events in the region that promote learning and meaningful connection.
• Partner closely with the Region Director and Region Business Administrator to develop program process improvements and implement tools and long-term initiatives within the Administrative Team and region.
• Lead a variety of complex projects for the Southwest Region, which require coordination among several programs/agency staff, managing conflicting priorities, and the ability to change direction when needed.

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.

Required Qualifications:

A total of six years of experience and/or education as described below:

 

• Experience in clerical, secretarial, bookkeeping, accounting, or general administrative office work or supervisory experience.
• Education involving a major study in business administration, public administration or closely allied field.

All experience and education combinations that meet the requirements for this position:
 

Possible Combinations: College credit hours or degree - as listed above.

Years of professional level experience - as listed above.

Combination 1; High school graduation or equivalent / No college credit hours or degree; 6 years of experience.

Combination 2; 30-59 semester or 45-89 quarter credits; 5 years of experience.

Combination 3; 60-89 semester or 90-134 quarter credits (AA degree); 4 years of experience.

Combination 4; 90-119 semester or 135-179 quarter credits; 3 years of experience.

Combination 5; A Bachelor's Degree or above; 2 years of experience.

 
OR
One year of experience as an Administrative Assistant 4 at the Department of Ecology.
 
OR
Two years of experience as an Administrative Assistant 3 at the Department of Ecology.

Special Requirements/Conditions of Employment

Obtain and maintain a valid driver's license.

 

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

• Demonstrated Leadership skills. 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.
• Must be highly proficient in the use of Microsoft Office Suite and possess editing and proofreading skills, excellent customer service skills and must be able to maintain confidentiality.
• Ability to see opportunities for creative problem solving while staying within the parameters of good practice; generate unique but workable and useful solutions to difficult problems.

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 1-800-833-6384.
• 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.

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 Bobbak Talebi at Bobbak.Talebi@ecy.wa.gov Please do not contact Bobbak 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.

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 1-800-833-6384.

Note: This recruitment may be used to fill other positions of the same job classification across the agency.