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Administrative Assistant 3

Administrative/Clerical Jobs
Washington State Department of Ecology

Job Summary

Full Time
Posted on
October 03, 2019
Washington State Department of Ecology
Lacey, WA
Years of Experiences
1 - 3
Career Level
Experienced (Non-Manager)
Education Level
High School or equivalent
$36,624.00 - $47,568.00 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.

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Keeping Washington Clean and Evergreen

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. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, and believes in the fun factor, Ecology is a good fit.

The Spill Prevention, Preparedness, and Response (SPPR) program within the Department of Ecology is looking to fill an Administrative Assistant 3 position. This position is located in our Headquarters in Lacey, WA. We are looking for applicants with the ability to take initiative, balance multiple assignments and provide great customer service, as well as someone who is highly motivated and thrives in a team environment.

The Administrative Assistant 3 position contributes to the Spills Program's primary focus of oil spill prevention, preparedness, and response, in order to protect Washington waters and the public's health and safety. This position reports directly to the Spills Statewide Resources Section Manager, and receives additional direction from the Program Manager Assistant, with a primary focus on performing high-level administrative and secretarial support duties for the Spills Program, management team, and staff.

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 TwitterFacebookInstagram or our blog.

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

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


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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. 

Program Mission: The Spills Program's mission is to protect Washington's environment, public health and safety through a comprehensive spill prevention, preparedness, and response program. 

Why Join the Team?

Ecology and the Spills Program values a strong and engaged team culture where employees can grow and accomplish great things for the people of Washington. The Spills Program is seen as a national leader in preventing, preparing, and responding to oil spills. The Spills Program consists of a diverse group of highly-skilled individuals that deeply care for their mission of protecting Washington States environment, economy, and the public.

Some of the key work activities of the Administrative Assistant 3 position include:

  • Composes, edits, and formalizes correspondence, reports, and other documents. Obtains information from staff members, relays assignments, and calls attention to deadlines.

  • Schedules and coordinates meetings. 

  • Coordinates travel arrangements.

  • Maintains calendars for management. 

  • Maintains numerous databases required for efficient functioning of the program. 

  • Creates and maintains filing systems adhering to retention policies and procedures.

  • Serves as SharePoint Administrator for the program.

  • Acts as primary program coordinator for Telecommunications, On/Off Staffing, and maintains tracking sheets.

  • Assists with coordination of personnel recruitment tasks.

  • Assists managers with the annual evaluation process. 

  • Shares responsibility for receiving and screening incoming calls. 

  • Provides procedural guidance and technical support to staff as needed.

  • Maintains tracking system for required trainings. 

  • Assists with Spills Administrative Support Team HQ and statewide meetings. 

  • Serves as backup to Program Manager Assistant and Secretary Senior as needed.

This recruitment will remain open until filled. The initial screening will be October 16, 2019.  In order to be considered for the initial screening, please submit an application on or before October 15, 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.


Required Qualifications:

A High School Diploma or GED AND three (3) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work. 

Formal education and/or training in office or secretarial occupations, bookkeeping or accounting will substitute, year-for-year for experience.

Knowledge of office procedures and practices, business management practices, research methods and data collections, communication, and correspondence practices.

Ability to work independently, read, understand, and interpret policies and procedures, develop written reports, work effectively with others, communicate effectively both in writing and verbally.

Proficiency in using SharePoint.

Desired Qualifications:

  • Proficient in Microsoft Office Suite:  Word, Excel, PowerPoint, Access, Visio, Adobe Acrobat Pro.

  • Extensive experience using Outlook for scheduling meetings and responding to electronic mail.

  • InDesign experience desirable.

  • Demonstrate performance as dependable, flexible, and willing to accept responsibilities without prompting.

Special Requirements/Conditions of Employment:

  • The position normally works in a relatively sedentary open office environment, working with computers and other office equipment for long periods of time.

  • Maintains confidentiality at all times.

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 Incentives (Download PDF reader)Combined 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 for more details.


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 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 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 Rob Dengel at:  Please do not contact Rob 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.