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Administrative Assistant 3

Administrative/Clerical Jobs
Washington State Department of Ecology

Job Summary

Full Time
Posted on
May 22, 2018
Expired on
July 21, 2018
Company
Washington State Department of Ecology
Location
Union Gap, WA
Years of Experiences
1 - 3
Career Level
Entry Level
Education Level
High School or equivalent
Salary
$33,336.00 - $43,344.00 Annually

About Washington State Department of Ecology

The Department of Ecology is Washington's environmental protection agency. Our mission is to protect, preserve and enhance Washington's land, air and water for current and future generations. We support environmental work throughout Washington. Nearly 70 percent of our budget is passed through to local communities to pay for projects that benefit the environment. We were founded in 1970 as the first agency in the nation dedicated to environmental protection.

Contact name
Lisa Knutson-Sealey
Phone
Email
careers@ecy.wa.gov
Website

Job description

Description


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 for our Union Gap office.

We are looking for applicants who are professional, organized, and possess excellent written and verbal communication skills. We want someone who can work with a diverse audience and perform in a fast-paced, dynamic environment. Applicants should have strong time management and calendaring skills, and understand the importance of confidentiality. Team players who have experience preparing education and outreach materials for the public would be strong contenders.

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.ecology.wa.gov.


Duties


Agency Mission:  Ecology's mission is to protect, preserve and enhance Washington's environment and to promote the wise management of our air, land and water for the benefit of current and future generations. 
 
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 position include:



  • Serves as the principal confidential administrative assistant to the Toxics Cleanup Program Section Manager, including independently managing the section manager's calendar and email. Represents, facilitates and attends meetings and discussions on behalf of the Section Manager. Independently drafts correspondence for Section Manager's signature. 

  • Serves as primary administrative support for a staff of 12 professional and technical staff within the section. This includes being responsible for all outgoing correspondence, composing and proofreading letters and memos, scheduling meetings, taking notes, ordering office supplies, handling training and travel arrangements and reimbursements. Manages aspects of personnel administration, including onboarding of new staff. Provides assistance with budget development and preparation, and tracking project costs over time. Responsible for section SharePoint site, updating content as needed.

  • Assists staff with records management. This includes an upcoming transition from a paper system to an electronic one. Serves as liaison for public information requests.

  • Serves as Public Outreach Coordinator for the section. This includes drafting fact sheets, newspaper ads, letters, presentations, and other materials necessary to ensure public understanding and participation. Sets up meetings and events, as necessary.

  • Active member of the TCP Administrative team.


Qualifications


Required Qualifications:

High school diploma or equivalent and three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

OR

Formal education will substitute year-for-year for experience
 
Experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work should include the following:



  • 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.

  • Maintain professional working relationships with peers, co-workers, consultants, and the public that are collaborative and respectful. Listen attentively, identify issues, provide options, fulfill services, and exercise knowledge of laws and regulations to assist others and resolve complaints or conflicts.

  • Effectively communicate with and assist upset, confused, demanding, or otherwise difficult clients and customers.

  • Must complete all work assignments in an appropriate and timely manner.  

  • An additional two (2) years of professional secretarial experience.

  • Experience working with administrative procedures.


 
Desired Qualifications:


Supplemental Information


Please view the full job announcement and application instructions online: Administrative Assistant


 


 

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