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Pollution Prevention and Regulatory Assistance Section Administrative Assistant 3

at State of Washington

Posted: 12/5/2019
Job Status: Full Time
Job Reference #: 2605340
Keywords: clerical, office

Job Description

Overall Job Objective

Description

                   

         

Keeping Washington Clean and Evergreen
 


The Department of Ecology has an exciting opportunity for an administrative professional looking to be a part of our Hazardous Waste and Toxics Reduction Program.

This Administrative Assistant is the principal assistant to the Pollution Prevention and Regulatory Assistance Section Manager, and is located in our Headquarters building in Lacey, WA.

This position supports a team of highly motivated environmental professionals working to reduce the impacts of toxic chemical pollution. As the primary administrative professional, this position supports the Pollution Prevention and Regulatory Assistance Section Manager, including delegated responsibilities to successfully operate the section. This position independently leads critical administrative support services for the section as well as coordinating with the program's administrative leadership team. 

As an agency, we invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability. 

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

 
Local efforts... Diverse people... Statewide impacts
 

Duties




There is growing public health concern regarding the use of everyday consumer products that contain chemicals of concern. In fact, the largest source of chemical pollution is not coming from point sources like smokestacks or sewer pipes, but from the combined slow and steady release of chemicals from consumer products.
 
The Administrative Assistant priority work is to handle delegated responsibilities such as coordinating the section staff's activities, managing the Section Manager's calendar, assisting with recruitment and onboarding of staff.
 
Other key functions include
  • Independently leading critical administrative support to the program's Pollution Prevention and Regulatory Assistance (P2RA) Section by planning, organizing, prioritizing, and screening calls and visitors, scheduling meetings, transcribing minutes, scheduling and coordinating Webinars and events, and coordinating P2RA Section office operations per agency policy and standards.
  • Collaborating and consulting with the program's Secretary Supervisor, Secretary Senior, Forms and Records Analyst, and Program Manager's Assistant as an HWTR administrative team member, acting in numerous back-up capacities and assisting in the establishment of HWTR office procedures.
  • Developing budget estimates, monitoring budget status and expenditures for contracts and services, and participating in annual and biennial budget development.
  • Performing secretarial duties, such as drafting memos and forms, finalizing documents, planning, organizing, and prioritizing work, and scheduling meetings, events, and travel itineraries.
 
This position coordinates extensively with the Section Manager and two Unit Supervisors for approximately 20 environmental staff in the Section. The position will consult with the Budget Manager on contracts, interagency agreements and program development to help with supporting the section's priority projects.

To support this work, the Administrative Assistant serves as the principal assistant to the P2RA Section:
  • With delegated authority from the Section Manager, managing the Section's administrative business practices, such as interpreting and applying agency policies to the work of the section, and communicating changes to section staff.
  • Reviewing and approving purchase requests for equipment, goods, and services, and evaluating and developing cost estimates.
  • Contacting established partners and forming new partnerships as requested by the Section Manager.
  • Working with the HWTR Contracting Specialist to track and organize Decisions to Contract for the Section Manager, and independently reviewing invoices for the section prior to Section Manager's approval.
  • Proofreading, editing and drafting emails, letters, forms and other materials as requested by the Section Manager.
  • Serving as the liaison between the P2RA Section Manager and the HWTR Public Disclosure Coordinator, and providing requested electronic and paper documents in response to public disclosure request on the Section Manager's behalf.
  • Independently initiating administrative activities for the P2RA Section, such as meeting organization and process improvements without specific direction, and accepting responsibility for ensuring goals and objectives of the section are met.
  • Serving as a liaison between section management and staff, relaying assignments and requesting status information.
  • Maintaining office procedures, standards, priorities, and deadlines specific to the P2RA Section in coordination with the Secretary Supervisor and Section Manager.
  • Coordinating with the Program Manager's Assistant on issues related to executive correspondence, out-of-state travel paperwork, and other items that must go through the Program Manager for approval and signature.
 
Provide Clerical Support to the P2RA Supervisors in areas such as:
  • Proofreading and editing emails, letters, forms and other materials as requested by P2RA Unit Supervisors.
  • Working in coordination with the Secretary Senior to assist the P2RA Unit Supervisors with planning and organizing meetings and events.
  • Assisting supervisors in the recruitment process with duties such as scheduling career reviews and interviews with candidates, scheduling meetings with panel members, distributing interview questions and instructions, and scheduling reference calls.
  • Assisting supervisors with the onboarding and off-staffing process as requested.
 
Provide Back-Up to the HWTR-HQ Administrative Team, which includes the Secretary Supervisor, Secretary Senior and RIM Coordinator.

This recruitment will remain open until filled. The initial screening will be November 4, 2019. In order to be considered for the initial screening, please submit an application on or before November 3, 2019. The agency reserves the right to make an appointment any time after the initial screening date.

Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.

Qualifications


Required Qualifications:



High school graduation or equivalent AND three years of progressively responsible experience in office/ clerical, secretarial, bookkeeping, accounting, or general administrative work.
 
Additional education will substitute year-for-year for experience.
 
AND

Experience with Microsoft Office products, including Word, Excel and Outlook.

Desired Qualifications:


 

  • Experience working in an environmental office or government agency.
  • Experience with owner level duties in SharePoint.
  • Experience managing Outlook Calendars for two or more people.
  • Familiarity with State of Washington records retention schedule and procedures.
  • At least one year of experience in reception.
  • Experience with WebEx software.


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 ForgivenessTuition Waiver,  Long Term Disability & Life InsuranceDeferred Compensation ProgramsDependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA)Employee Assistance ProgramCommute Trip Reduction IncentivesCombined Fund DriveSmartHealth

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 Instructions

In 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 do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.

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 Ken Zarker at: Ken.Zarker@ecy.wa.gov.  Please do not contact Ken 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 is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) Is the exclusive representative.

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.