Executive Administrative Assistant

Executive Administrative Assistant (Administrative Assistant 5) Location Lacey, WA : Description Keeping Washington Clean and Evergreen The Administrative Services Division within the Department of Ecology is looking to fill an Executive Administrative Assistant (Administrative Assistant 5) position. This position will be 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 support the agency and program mission and goals by serving as the principal assistant to the administrative Services Director for the Administrative Services Division. You will ensure the Administrative Services Division activities follow agency best business practices regarding risk management, facilities, fleet operations, records management, public disclosure, reception services, and emergency management. You will be delegated authority on behalf of the Administrative Services Director on a variety of administrative matters and serves as the division's primary contact for Human Resources related activities.
Agency Mission: The mission of the Department of Ecology's is to protect, preserve and enhance Washington's environment for current and future generations.
The Administrative Services Division's Mission is to provide quality customer service and asset management to meet the agency's current and future business needs. Tele-work options for this position: This position is eligible for up to a 50% tele-work schedule, contingent upon work needs. 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 January 23, 2024. In order to be considered, please submit an application on or before January 22, 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? In this role, you will work with the Administrative Services Director, Program staff, Director and Deputy Director's office and their executive assistants, Senior Administrative Leadership Team, other Ecology Programs, agency personnel, other Ecology programs, agency personnel. This includes Legislature, Governor's Office, Congressional staff, other agencies and organizations, stakeholders, and the public.
What you will do: Manage calendar: schedules meetings on their behalf; understand meeting content well enough to strategically schedule time in alignment with ASD priorities. Manage email: respond on behalf of the ASD, direct emails to the appropriate contact; highlight important/high priority items to the ASD, track and keep record of paperwork. Coordinate routing of contracts, amendments, leases, and agreements to ASD for signature. Coordinate in-state and out-of-state travel on ASD's behalf. Manage management team agendas: solicit topics and determine timing of agenda items. E-Time: timesheets, leave requests, and shared leave donations. Event planning for in-person meetings: reserving spaces, hotels, transportation; contacting guests and ensure their needs are met. Update Administrative Services Division's processes for efficiency and compliance with policies. Ensure for the division that agency administrative HR and contract approval processes and procedures are conducted in accordance with agency policies and procedures. Ensure division recruitment processes are appropriately followed to include: scheduling interviews, collecting candidate information. Provides liaison support with Human Resources Office for Administrative Services personnel actions. 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. A total of six (6) years of experience and/or education as described below: Professional experience in: clerical, secretarial, bookkeeping, accounting, or general administrative office work experience or supervisory experience. Education involving: 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 required experience - as listed above. Combination 1
High School Diploma or GED. 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 higher.
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.
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: or email: 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 . If you need assistance applying for this job, please e-mail . Please do not 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 are reading this announcement in print format , please enter the following URL to your search engine to apply: Application Instructions: Note: References will only be contacted during the final steps of the recruitment process for candidates selected as finalists. References will not be contacted without the candidate's formal authorization. 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. 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 (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 Jim Pendowski at: . Please do not contact Jim to inquire about the status of your application.
To request the full position description: email
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 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 . Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or .
Note: This recruitment may be used to fill other positions of the same job classification across the agency.