Assistant to WQ Deputy Program Manager (Administrative Assistant 3)

State of Washington Dept. of Ecology - Lacey, WA (30+ days ago)3.4

Full-time

Description

Keeping Washington Clean and Evergreen

The Department of Ecology has an exciting opportunity for an administrative professional looking to be a part of our Water Quality Program in Lacey, WA.

The Assistant to the Water Quality Deputy Program Manager (Administrative Assistant 3) position provides high level confidential administrative support to the Deputy Program Manager for the Water Quality Program, manages and tracks legislative bills and initiatives, tracks personnel actions and ensures appropriate data systems are updated, and provides administrative support for budget and fee staff.

We are looking for applicants who want to use their strong communication and problem solving skills, and ability to work in a fast paced environment to support the agency's largest program. We are looking for someone who wants to be part of a great, dynamic team and who is motivated and energized by a fast paced and creative work environment.

As an agency, we invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov. and check us out on Twitter, Facebook, Instagram or our blog

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

Duties

The mission of the Department of Ecology is to protect, preserve and enhance Washington's environment, for current and future generations. The mission of the Water Quality Program is to protect and restore Washington's waters to sustain healthy watersheds and communities. Our work ensures that state waters support beneficial uses including recreational and business activities, supplies for clean drinking water, and the protection of fish, shellfish, wildlife, and public health.

Some of the key work activities of the Assistant to the Water Quality Deputy Program Manager include:

Confidential administrative support to the Water Quality Deputy Program Manager:
Maintains the Deputy Program Manager's calendar and schedules meetings, committing supervisor and staff members' time.
Represents the program in agency-wide activities and on workgroups and projects. Uses independent judgment to evaluate assignments directed to the Deputy Program Manager.
Has authority to make assignments to program staff and requests status information or completes them as appropriate. Ensures deadlines are met.
Researches, solicits, and compiles information and responds to requests from the Director's Office, Legislature, Governor's Office, Congressional staff, other agencies, stakeholders and the public.
Maintains confidentiality and keeps Deputy Program Manager informed of significant issues.
Contributes to the development of program timelines, goals, objectives, policies, and procedures.
Compiles and/or creates briefing materials to prepare the Program Manager for meetings, hearings and media events.
Schedules meetings, takes meeting notes as necessary, develops meeting agendas, makes travel and training arrangements, and coordinates program's all staff conferences and awards events. Receives and confers with official visitors and the public.

Personnel Action Tracking:
Responsible for entering and updating data in the Water Quality Program Personnel Action Form Tracking database and tracking vacant positions.
Responsible for updating WQ Headquarters Distribution Lists, program organization charts, and is back-up for Ecology's Employee Plus Information Center directory for the WQ Program.

Water Quality Program Legislative Coordinator:
Has delegated responsibility from Program Planner for tracking bills and bill analysis and maintaining a spreadsheet report, relaying assignments to staff and making sure all analysis is completed on time, reviewing and doing final edits and submitting them to the agency coordinator.
Works with headquarters and regional staff to ensure that they have what they need to complete bill analysis.
Works on agency request legislation to ensure that deadlines are met and appropriate steps are completed on time.
Compiles and enters WQ Program staff meetings with legislators into agency Sharepoint and completes the Public Disclosure Commission Report to track legislative meetings.

Administrative Support for Budget and Fee staff:
Assists with processing and mailing of permit fee documents and purchasing of supplies. Proof-reads rulemaking documents to ensure the accurate and timely billing of fees.
Schedules meetings, takes meeting notes as necessary, develops meeting agendas, and makes travel and training arrangements to ensure productive stakeholder outreach and communication occurs.

This recruitment will remain open until filled. The initial screening will be October 8, 2018. In order to be considered for the initial screening, please submit an application on or before October 7, 2018. The agency reserves the right to make an appointment any time after the initial screening date.

Qualifications

Required Qualifications:
High school graduation or GED.

AND

Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Formal education will substitute year-for-year for experience.

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 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

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 https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.

  • See the Benefits tab in this announcement for more information
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 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."

Other Information

If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail careers@ecy.wa.gov. 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 Melissa Gildersleeve at: mgil461@ecy.wa.gov. Please do not contact Melissa 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.