Financial and Projects Section Administrative Assistant (Administrative Assistant 3)

Keeping Washington Clean and Evergreen

The Office of Columbia River (OCR) within the Department of Ecology is looking to fill a Financial and Projects Section Administrative Assistant (Administrative Assistant 3) position. This position is located in our Central Region Office (CRO) in Union Gap, WA. Upon hire, you must live within a commutable distance from the duty station.

In this fast-paced position, you will support the Office of Columbia River Financial and Projects Section Manager along with a dynamic and fast-growing team of technical project managers, who manage the Columbia River Basin and Yakima Basin Integrated Plan biennial capital budgets by developing, implementing, and maintaining over 90 projects within central and eastern Washington. As a relatively new section, you will be able to participate in creating new procedures that benefit OCR’s project management implementation. As a part of OCR, you will work closely with tribal leaders, state and federal agencies, irrigation districts, environmental organizations, community stakeholders, other Ecology programs and administrative colleagues developing trusting relationships and building a network of resources.

Agency Mission: Ecology's mission is to protect, preserve and enhance the environment for current and future generations.   

Program Mission: The mission of the Office of Columbia River (OCR) is to aggressively pursue the development of new water supplies for the Columbia River through conservation and storage projects. OCR is a unique program in that it was created to provide water supply solutions in central and eastern Washington. Projects within OCR are viewed across the US and other countries as an example of collaboration and adaptive management of limited water resources.

Tele-work options for this position: This position will be eligible for up to a 60% tele-work schedule. Applicants with questions about position location options, tele-work, and flexible or compressed schedules are encouraged to reach out to the contact person listed below in “other information.” Schedules are dependent upon position needs and are subject to change.

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 
 

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. 

 

Duties

What makes this role unique?

In this role, you will directly impact the mission of the Office of Columbia River (OCR) by performing delegated higher-level administrative duties on behalf of the section manager including calendar management, meeting support, event and tour planning, speaking engagement coordination, and travel arrangements. You will engage in confidential communications with Human Resources in coordinating personnel actions (recruitments, arranging interviews, appointments, promotions, onboarding, training and evaluations). Each day will bring different opportunities for learning and developing alongside a one-of-a-kind team of experts working together to meet the program mission of developing new water supplies through statewide collaboration and innovation with various partners.

What you will do: 

 

• Establish contract and grant tracking and routing procedures and interpret and apply administrative policies; develop and maintain guidance documents for the project management team and administrative processes.
• Maintain the electronic storage of Contracts, Grants, Agreements, Project, and Topic files by using Ecology's Administration of Grants and Loans (EAGL), HQ Fiscal Contracts and Grants (C&G) system, OCR & Water Resources SharePoint sites, and agency network drives.
• Engage in confidential communication with HR in coordinating and managing personnel records associated with hiring, performance evaluations, and training requirements.
• Plan and schedule meetings for OCR Financial and Projects Section Manager and the Financial and Projects team with stakeholders, agencies and consultants. Coordinate meeting locations and logistics (virtual and physical), electronic equipment, and develop and disseminate agendas and meeting minutes as requested.
• Take a lead role in event planning and logistics for major project milestones, legislative tours, workshops, and large public meetings at non-state facilities. Work in coordination with OCR Financial and Projects Section Manager, OCR director, Ecology contractors, project partners, and consultants as needed.
• Serve as OCR Admin Project Central Files SharePoint backup site owner as needed.
• Read and review documents, forms, agreements, correspondence, legislative reports, PowerPoint presentations and contracts for accuracy and compliance.

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 4 years of experience and/or education as described below:
 

• Experience in clerical, secretarial, bookkeeping, accounting, or general administrative office work.
• Education: A High School Diploma or equivalent or formal college level education with a major study in business administration, public administration, or closely related field. 

All experience and education combinations that meet the requirements for this position:
 

Possible Combinations

College credit hours or degree - as listed above.

Years of required experience - as listed above.

Combination 1

High School Diploma or equivalent, no college credit hours or degree.

4 years of experience.

Combination 2

30-59 semester or 45-89 quarter credits.

3 years of experience.

Combination 3

60-89 semester or 90-134 quarter credits (AA degree).

2 years of experience.

Combination 4

90-119 semester or 135-179 quarter credits.

1 year of experience.

Combination 5 

A Bachelor's Degree or above.

No experience required.

OR

One year of experience as an Administrative Assistant 2, with the Department of Ecology.

Special Requirements/Conditions of Employment:

 

• Must obtain and maintain a valid driver's license.

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 1-800-833-6388.
• 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.
• A list of three professional references.

Note: 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.

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. 

Other Information:

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

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.

Collective Bargaining: This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.   

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 1-800-833-6388.

Note: This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.