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Program Manager's Assistant (Administrative Assistant 5)

Washington State Department of Ecology
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Keeping Washington Clean and Evergreen

 


 

The Climate Pollution Reduction Program (CPRP) is looking to fill the Program Manager’s Administrative Assistant (Administrative Assistant 5) position. This position will be located at our Headquarters Building in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.
 
Ecology’s newest environmental program is growing and hiring a diverse array of mission-focused professionals to help advance our climate-related work. You'll play an essential role in developing this prominent, high visibility program. Do you possess superb organizational skills, a knack for developing and documenting new policies and procedures, stellar customer service, and the ability to be flexible, reliable, and detail-oriented?
 
If so, you would be a great fit for this position, where you will provide direct administrative support for the Climate Pollution Reduction Program Manager and leadership team. You’ll provide independent, high-level, confidential administrative assistance including: calendar management, facilitating internal and external meetings, drafting correspondence, memos and reports, assisting with recruitment, hiring and onboarding new staff. Additionally, you’ll support the Program Manager with project management, ensuring deadlines are met, performing research, compiling data, and responding to requests from various interested parties within and outside of the Department of Ecology.
 
You’ll be an integral part of the administrative team, furthering administrative initiatives, and developing standards and procedures to help ensure program adherence to policies. Additionally, you will supervise a Forms and Records Analyst, responsible for providing records and office support. You will oversee their work assignments, offer coaching and performance management, and provide problem solving support.
 

If you're interested in growing and developing your career, this could be the perfect fit for you!

The Climate Pollution Reduction Program (CPRP) mission is to implement policies and programs to reduce carbon emissions in the state of Washington so that the state meets its statutory greenhouse gas emission limits. The CPRP focuses long term, requiring creative and strategic decision making for implementation to achieve broad statewide and interstate success reducing carbon emissions in the state of Washington so residents have a healthy environment and climate.

Tele-work options for this position: This position will be eligible to tele-work up to three days per week. Applicants with questions about position location options, tele-work, and flexible 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.

Application Timeline: This position will remain open until filled, we will review applications on March 13, 2024. In order to be considered, please submit an application on or before March 12, 2024. If your application isn't received by this date, it may not be considered. The agency reserves the right to make a Hire any time after the initial screening date. 


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

 

 

 

This position serves as principal assistant to the Program Manager of the Climate Pollution Reduction Program (CPRP), with responsibility for administrative matters and communication in matters affecting the program manager, the program manager’s direct reports, and all CPRP staff. As the Program Manager’s Administrative Assistant, you will be a primary contact for many within the program as well as external parties and must fully embody program goals and objectives.

 
As the Program Manager’s Administrative Assistant you will:
 

  • Compose, review and edit outgoing correspondence and reports and other materials for the program manager’s signature, ensuring documents have accessibility features.
  • Serve as the program manager’s liaison for constituents, other government agencies, and other collaborating parties. Communicate for the program manager within the agency and other governmental agencies, representing the program in inter-agency workgroups and projects.
  • Manage the program manager’s calendar. Represent the program manager at meetings as requested. Receive and confer with official visitors and the public.
  • Assist with the administrative aspects of human resources matters as related to CPRP staff – employee recruitment, retention, performance evaluation and disciplinary actions.
  • Participate as an active member of the CPRP leadership team, organizing meetings, developing agendas, taking meeting notes and coordinating travel arrangements for senior program leadership.
  • Research, solicit, and compile information, and respond to requests from the Director’s Office, Legislature, Governor’s Office, Congressional staff, other agencies, interested parties, and the public.
  • Take on and manage projects for the program manager such as new policy development, cross-program coordination, meeting and other event planning, and other assignments.
  • As the senior administrative assistant for the program, oversees support staff operations program-wide.
  • Supervise CPRP’s Forms and Records Analyst, including setting priorities and expectations for the position, providing coaching and opportunities for professional development, as well as performance management and support.
  • Function as SharePoint owner for the CPRP leadership and administrative teams, managing sites, content, collection and SharePoint governance best practices. Provide subject matter expertise to program users.

 

 

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 experience and/or education as described below:
 

  • Experience:  clerical, secretarial, bookkeeping, accounting, or general administrative office work experience or supervisory experience.
  • Education: involving 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 credit hours or degree - as listed above

Years of professional level experience - as listed above

Combination 1

High school graduation or equivalent / No college credit hours or degree

6 years of experience

Combination 2

30-59 semester or 45-89 quarter credits

5 years of experience

Combination 3

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

4 years of experience

Combination 4

90-119 semester or 135-179 quarter credits

3 years of experience

Combination 5

A Bachelor's Degree or above

2 years of experience

 
OR
One year of experience as an Administrative Assistant 4 at the Department of Ecology.
 
OR
Two years of experience as an Administrative Assistant 3 at the Department of Ecology.


 

Desired Qualifications:

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

 

  • Knowledge of state and local government agency organization, operations, and budgeting and administrative processes.
  • Ability to:
    • Communicate with individuals and groups clearly and effectively within and outside of the organization.
    • See opportunities for creative problem solving while staying within the parameters of good practice; generate unique but workable and useful solutions to difficult problems.
    • Coordinate and lead small groups, creating a cooperative and productive environment in which to resolve problems and implement plans.
    • Lead discussions to achieve appropriate participation from all members.

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

 

 

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 Joel Creswell at: Joel.Creswell@ecy.wa.gov. Please do not contact Joel 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.


 

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.