Executive Assistant (Administrative Assistant 5)

Keeping Washington Clean and Evergreen

About This Job

The Office of Equity and Environmental Justice (OEEJ) within the Department of Ecology is looking to fill a temporary Executive Assistant (Administrative Assistant 5) position. In this newly created role, you will provide high-level administrative support to the OEEJ program manager and staff. Among the many duties, this position will serve as SharePoint Administrator for OEEJ’s hub site, primary administrator for the online JIRA Service Request System to assign and track staff work, and administrative support with the coordination of environmental justice assessments and equity reviews.

We are looking for someone who enjoys working as a team and who shares our commitment to building an anti-racist and equity-focused workplace. Your lived and professional expertise inform your work to support Ecology’s mission to protect, preserve, and enhance the environment for current and future generations.

Please Note: This is a temporary position that will end June 30, 2025.

Employment Benefits:

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

Duties

What makes this role unique?

This is an opportunity to provide high-level administrative support to one of the newest programs within the Department of Ecology. In this role, you will work closely with Office of Equity & Environmental Justice (OEEJ) colleagues to innovate and create practices to improve OEEJ’s response times to service requests and support staff workload management. OEEJ is a growing program that needs your organizational, problem-solving, and communication skills.

What you will do:

• Provide high-level administrative support to the OEEJ Program Manager and staff, maintain a deep knowledge of their work and serve as a strategic partner to achieve the OEEJ objectives and goals. 
• Offer anticipatory support and strategies to enhance schedule management and implement streamlined processes to manage and track OEEJ work service requests.
• Proactively prepare meeting materials and agendas, ensuring the Program Manager is fully prepared for upcoming engagements.
• Maintain and organize email correspondence, including responding to emails, managing follow-up tasks, filing important communications, highlighting time sensitive items and compiling meeting preparation materials. 
• Manage the Program Manager’s schedule and manage a complex high-volume calendar to coordinate meetings with internal and external partners, and other state agencies and leaders efficiently.

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. 

Additional Job Information:

Location: This position is located in our Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.
 
Tele-work options for this position: This position will be eligible for up to an 80% telework schedule, working a minimum of one day per week in the office. Schedules are dependent upon position needs and are subject to change.

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 years of combined experience and/or education as detailed below:

• Experience in Clerical, secretarial, bookkeeping, accounting, or general administrative office work.

• Education with a 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 credits or degree - as listed above: Years of required experience - as listed above.

Combination 1; No college credits or degree; 6 years of experience

Combination 2; 30-59 semester or 45-89 quarter college credits; 5 years of experience

Combination 3; 60-89 semester or 90-134 quarter college credits (AA degree); 4 years of experience

Combination 4; 90-119 semester or 135-179 quarter college credits; 3 years of experience

Combination 5; A Bachelor's Degree or higher; 2 years of experience

Desired Qualifications:

We highly encourage you to apply even if you do not have some (or all) of the desired experience below.

• Experience using Microsoft Teams, One Drive, Word, Excel, SharePoint, PowerPoint, and Outlook.
• Facilitation and project management skills for working collaboratively with a group to identify clear goals and achieve them.
• Understanding and practice of written, verbal, and listening communication skills that are respectful, accessible, and inclusive to engage and reach a diversity of audiences and situations.

Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.

Hiring Manager's Contact Information: 

If you have specific questions about the position, please email Millie Piazza at Millie.Piazza@ecy.wa.gov Please do not contact Millie to inquire about the status of your application.
 
To request the full position description: email careers@ecy.wa.gov

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: (360) 407-6186 or email: careers@ecy.wa.gov 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 1-800-833-6384.
• If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up on 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: https://ecology.wa.gov/About-us/Get-to-know-us/Jobs-at-Ecology.   

Application Instructions:

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.
• Name and contact information of three professional references.  

Notes:

• References: Listed 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.
• Salary History: 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 (such as 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. 

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 www.ecology.wa.gov 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 (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

Note: This recruitment may be used to fill other positions of the same job classification across the agency. 

State of Washington Job Opportunities | Work that Matters (governmentjobs.com)