Washington State Administrative Assistant 3 in Lacey, Washington
Keeping Washington Clean and Evergreen
Protecting Washington State's environment for current and future generations is what we do every day at Ecology. We have 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, Ecology is a good fit.
The Toxics Cleanup Program (TCP) is looking to fill an Administrative Assistant 3 position. The position will be located in our Southwest Regional Office (SWRO) in Lacey, WA.
The Administrative Assistant 3 position serves as the principal administrative assistant to the TCP SWRO section manager, three unit supervisors and is the lead to the secretary senior. Performs delegated higher-level confidential administrative duties in the areas of: calendar management for the section manager; coordinates office operations which include but are not limited to: office space management; equipment purchases; personnel administration by acting as liaison for section manager and unit supervisors with the program manager's confidential assistant and human resource consultant 4 in coordinating personnel actions (recruitment, arranging interviews, appointments, and promotions).
We are looking for applicants who possess excellent people skills, strong written and verbal communications skills, excellent organization skills, and the ability to multi-task and have a strong work ethic.
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.ecy.wa.gov.
Local efforts... Diverse people... Statewide impacts
Accidental spills of dangerous materials and past business practices have contaminated land and water throughout the state. The Toxics Cleanup Program (TCP) works to remedy these situations, which range from cleaning up contamination from leaking underground storage tanks, to large, complex projects requiring engineering solutions. Our mission is to get and keep contaminants out of the environment.
Some of the key work activities of the Administrative Assistant 3 include:
*Provides high level confidential administrative support to TCP-SWRO section manager, three unit supervisors and is the lead to TCP-SWRO section secretary senior. *
- Manages all aspects of section manager's calendar using MS Outlook and Ecology's online conference room scheduler; includes but not limited to scheduling internal and external meetings, trainings and events; prioritizing meeting requests, and rescheduling lower priority meetings as necessary. Receives and screens Section Manager's calls and visitors; assessing the nature and urgency of business, and taking messages or referring to staff as appropriate. Represents and may facilitate meetings/discussions on section manager behalf.
- Coordinates the logistics of meetings within the section, with other programs, or external individuals; arranges conference/video calls when needed; prepares meeting agendas and attends staff meetings; takes notes or meeting minutes and provides meeting follow-up information to the section. This may include coordinating location, refreshments, registration, conference calls, electronic equipment, and helping finalize presentations or handouts as needed.
- Uses independent judgment to evaluate requests for executive correspondence or information directed toward the section manager from the program manager or other senior Ecology managers. Has delegate access to section manager's electronic files to assist with Public Disclosure Requests. Independently tracks and assigns time-sensitive projects and provides status updates to affected individuals; creates and maintains hard and e-files and filing systems for administrative and technical data documents which meet state record retention schedules for archiving; acts as liaison between section staff and Central Records staff to coordinate public information requests; provides Model Toxic Control Act and Voluntary Cleanup Program information to the public as requested or directs them to the location on the internet.
- Has delegated authority for approval of equipment and office supplies; is responsible for all aspects of the section manager's travel to initiate and track reimbursements and detailed itineraries. Uses own judgment in screening calls or visitors, prioritizing, and distributing section manager's mail; takes meeting minutes for staff meetings and meetings that AA3 may attend on section manager's behalf. Manages and coordinates with SWRO regional business administrator on staff office space.
- Independently inputs/tracks and approves training for section manager and staff as necessary through the Ecology on-line training and development request database (TADR) process. Guides all TCP – SWRO staff with training process using both TADR and the Learning Management System. Coordinates staff training with TCP confidential program manager assistant to update the learning management system.
- Is responsible to review and track travel reimbursements for all staff. Councils, corrects and educates staff on the State Administrative Accounting Manual (SAAM) with regard to the rules and policies of travel; works directly with section manager and TCP confidential program manager assistant to assure TCP-SWRO staff are in compliance with Ecology agency standard and SAAM for both in and out of state travel.
- Represents TCP-SWRO management and serves as human resource liaison to HRC4 and the confidential program manager's assistant; processes, tracks personnel paperwork (such as job offer letters, evaluations, personnel action forms, position description forms, and essential function forms). Coordinates with other departmental staff members on administrative practices and procedures, including personnel issues such as recruitment, selection, appointment, and promotion.
*Voluntary Cleanup Program Data Coordinator (VCP). *
- Processes new VCP applications, status requests, and terminations and generates customer letters; formats, prints and mails all VCP Opinion letters; routes originals and carbon copies; maintains electronic copies on a shared drive; maintains and updates correspondence tracking log.
- Enters and updates information in the Facilities/Site database, Integrated Site Information System (ISIS) and Billing and Revenue Tracking System (BARTS); uploads documents and edits entries in the Document Storage And Retrieval System (DSARS).
- Runs weekly Government Management Accountability and Performance (GMAP) reports; tracks GMAP due dates for VCP site managers and sends reminder emails when due dates are approaching. Assists with VCP portion of ISIS Quarterly Report; assists with ISIS data cleanup as needed.
- Enters VCP site logs in BARTS twice a month, routes originals to site files and copies to the HQ-VCP Financial Manager.
- Attends VCP Steering Committee meetings, VCP Team meetings, ISIS Steering Committee meetings and ISIS Design Team meetings; takes notes or minutes as needed and forwards information to the section.
This recruitment will remain open until filled. The initial screening will be October 15, 2016. In order to be considered for the initial screening, please submit an application on or before October 14, 2016. The agency reserves the right to make an appointment any time after the initial screening date.
- High school graduate or equivalent AND three years of increasingly responsible secretarial office experience.
- Proficient in the use of computers and software, including: Microsoft Outlook, Word, Excel, Access, SharePoint and PowerPoint to organize work and create, format, and edit a variety of products and presentations.
- Must be able to proofread and finalize formal documents with a high degree of accuracy. This includes proofreading and editing written material, identifying and correcting errors in grammar, improving clarity, composition, flow, organization, content, punctuation, and spelling.
- Must be organized and able to keep track of multiple activities; which includes the ability to prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
- Must be dependable and demonstrate maturity and willingness to accept responsibility.
- Must be discreet and maintain confidentiality, including the management of confidential information.
- Must readily take initiative to do work without prompting.
- Must maintain a high degree of accuracy in multiple forms of communication.
- Must be flexible and adaptable to change.
- Must be able to type 50 Words per Minute (WPM).
- An additional two years of professional secretarial experience.
- Experience working with administrative procedures. Supplemental Information
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 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 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."
If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail firstname.lastname@example.org. 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 Rebecca Lawson at: email@example.com. Please do not contact Rebecca 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.
Job Type: Full Time - Permanent
Job Number: 2016-TCP2132-09620
Department: Dept. of Ecology
Agency: State of Washington
Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504.
Salary: $32,688.00 - $42,492.00 Annually
Location: Thurston County – Lacey, WA