What are the responsibilities and job description for the Executive Assistant - Fiscal Operations (Administrative Assistant 5) position at State of Washington Dept. of Ecology?
Description
Keeping Washington Clean and Evergreen
The Department of Ecology is hiring an Executive Assistant - Fiscal Operations (Administrative Assistant 5) within the Financial Services Division.
Location:
- Headquarters Office in Lacey, WA.
- Upon hire, you must live within a commutable distance from the duty station.
Schedule:
- This position requires working in the office a minimum of three days per week, with the possibility of additional days to provide coverage for daily functions when the office reception staff is out of the office.
- Schedules are dependent upon position needs and are subject to change.
Application Timeline:
- Apply by April 13, 2025.
- This position will remain open until filled. The agency reserves the right to make a hire at any time after application review begins. Applications received after April 13, 2025 may not be considered.
Duties
Use your excellent administrative and computer skills to support Ecology’s Fiscal Manager and Unit Managers as part of the Fiscal Management Team. In this position, you will manage content for the team in SharePoint and the Microsoft Teams environment. As the subject matter expert and manager of our Signature Delegation process, you will advise other support staff and their managers on complying with fiscal guidelines and agency policies. There is a wide range of diverse work in this role, from helping managers with each step of the recruitment process to tracking training for procurement groups across the agency. You will develop a thorough understanding of fiscal office records as you process public records requests related to audits and various agency payments or receivables.
What you will do:
- Serve as the Confidential Assistant to the Fiscal Manager, providing high-level administrative support with scheduling, mailbox management, and correspondence.
- Support the Fiscal Management Team by preparing hiring paperwork, tracking recruitments, and onboarding new staff.
- Utilize knowledge of office procedures to manage administrative functions for the Fiscal and Budget Offices, ensuring staff have the equipment and services they need.
- Manage fiscal year-end task lists and calendars in SharePoint.
- Act as the Public Disclosure Coordinator to process records requests for Fiscal and Budget Office records.
- Maintain training tracking for all agency Purchase Coordinators and Credit Card Custodians and post forecasted purchases on the Internet.
Qualifications
For detailed information on how we calculate experience, please visit our Recruitment website.
Required Qualifications:
Six (6) years of experience and/or education as described below:
- Experience in clerical, secretarial, bookkeeping, accounting, or general administrative office work or supervisory experience.
- Education involving a major study in business administration, public administration, or closely allied field.
Examples of how to qualify:
- 6 years of experience and a high school diploma or equivalent.
- 5 years of experience AND 30-59 semester or 45-89 quarter college credits.
- 4 years of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).
- 3 years of experience AND 90-119 semester or 135-179 quarter college credits.
- 2 years of experience AND a Bachelor’s degree.
- 2 years of experience as an Administrative Assistant 3 at the Department of Ecology.
- 1 year of experience as an Administrative Assistant 4 at the Department of Ecology
Additional Required Skills and Abilities:
- Demonstrated leadership experience.
- Advanced proficiency in Microsoft Office applications used by the agency (Word, Outlook, SharePoint, etc.)
- Demonstrated experience designing and publishing web pages.
Special Requirements/Conditions of Employment:
- Must sign and abide by the Financial Services/Fiscal Office Agreement on Confidential Information (Part A), Internal Control Responsibility (Part B), Safeguarding and Preventing Misuse of Ecology's Data (Part C).
Desired Qualifications:
- Advanced proficiency in proofreading, editing, grammar usage, and punctuation; as well as accuracy and speed in typing.
- Accuracy and attention to detail.
- Ability to prioritize tasks and organizational skills to create and maintain unit files.
- Demonstrated ability to communicate effectively, work collaboratively with and present complex material to all levels of management and staff.
- Reliability to be on the job and be a productive team member in a busy unit with deadlines and seasonal workload issues.
If you are excited about this role but not sure if your experience aligns perfectly with every qualification in the job description, we encourage you to apply. Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At the Department of Ecology, we are dedicated to building a diverse and authentic workplace centered in belonging. You may just be the needed candidate for this or other roles.
Supplemental Information
Ecology does not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.
Application Process
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 job seekers from all backgrounds are encouraged to apply.
How to Apply
Click “Apply” at the top of this page. Complete the entire application, including full work history and responses to all supplemental questions, and attach:
- Cover letter, describing your interest in and qualifications for this position
- Resume
Because we base our selection on the information you provide, it is in your best interest to complete the application thoroughly. A resume will not substitute for the “work experience” section of the application or vice versa. Applications with blank fields or supplemental question responses with comments such as “see resume” may be considered incomplete.
For detailed application information, please visit our Recruitment website.
Application Attestation: By submitting an application, you are affirming that the information contained in your application and on all attachments is complete and truthful. The state may verify this information, and any false or misleading answers may result in rejection of your application or dismissal if employed.
Need an Accommodation?
If you need reasonable accommodation during the application and/or screening process, including this job announcement in an alternate format:
- Please contact us at 360-407-6186 or careers@ecy.wa.gov
- If you are deaf or hard of hearing, you may call through the Washington Relay Service by dialing 711 or 1-800-833-6384.
Questions?
- For specific questions about the position location options, schedule, or duties, please contact Beth Swanson at Beth.Swanson@ecy.wa.gov
- If you need assistance applying for this job, are inquiring about the status of your application, would like to request the full position description, or have any other questions, please contact the Recruitment Team at careers@ecy.wa.gov
About the Department of Ecology
As the State of Washington’s environmental protection agency, we are deeply committed to protecting, preserving, and enhancing Washington’s environment for current and future generations. Joining Ecology means becoming part of a team dedicated to protecting and sustaining healthy land, air, water, and climate in harmony with a strong economy. A career in public service at Ecology 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. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.
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.
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.
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
To learn more about Ecology, please visit our website, explore Working at Ecology, check out our Strategic Plan, and connect with us on LinkedIn, Facebook, Instagram, YouTube, 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.
Note: This recruitment may be used to fill other positions of the same job classification across the agency.
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