Exec Office/Main Reception/Staff Services Reception (Administrative Assistant 2)

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Exec Office/Main Reception/Staff Services Reception (Administrative Assistant 2) within the Administrative Services Division.

Location:

• Headquarters Office in Lacey, WA.
• Upon hire, you must live within a commutable distance from the duty station.

Schedule: This position is required to work in the office five days per week, 8 am - 5 pm, and is not eligible for telework.

Application Timeline:

• Apply by April 08, 2026
• 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 the date above may not be considered.

Duties

In this position, under direct supervision, you will perform a variety of routine administrative assignments and projects for the Executive office/main reception, building and Staff Services. you will act as the first contact with our customers, and be responsible for scheduling travel reservations, managing incoming and outgoing mail, answering phones and emails, preparing correspondence, scheduling and preparing meeting setup, materials, and office supply purchasing. You will serve in a confidential capacity and interact with business partners of all professional levels.

What you will do:

• Provide complex clerical support to Administrative Services and Exec Office staff.
• Meeting scheduling and preparation.
• Correspondence formatting/editing/proof reading.
• Purchasing, time accounting – eTime, and personnel move/add/change coordinator.
• Safety Representative for Executive Office.
• Back up to the Staff Services Help Desk.
• Assist internal and external customers in person and over the phone.
• Train and schedule on-call employees.

Qualifications

For detailed information on how we calculate experience and responses to other frequently asked questions, please visit our Recruitment website.

Required Qualifications:

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

• Experience in clerical, secretarial, bookkeeping, accounting, or general administrative office work.
  Experience must include demonstrated competence in the following:
  • Proven administrative and clerical support skills, including reception, scheduling, drafting correspondence, data entry, and records management in an office environment.
     
  • Advanced proficiency with Microsoft 365 and office systems, including Word, Excel, Outlook, Teams, Adobe, and conference room scheduling tools.
     
  • Demonstrated proficiency with SharePoint or similar content and collaboration platforms (e.g., Confluence, Google Workspace, Box, etc.), including updating and maintaining site/pages, organizing and managing documents, handling version control, and administering user permissions and access.
     
  • Strong organizational and time-management skills, with the ability to prioritize multiple tasks, meet deadlines, and exercise independent judgment with minimal supervision.
     
  • Excellent written and verbal communication and customer service skills, with the ability to convey clear, respectful, and polished messages to all levels of the organization, including executives, staff, and external parties, even in complex or sensitive situations.
     
  • Demonstrated strong attention to detail when handling tasks such as timekeeping, purchasing, record maintenance, and security-related activities, ensuring accuracy, completeness, and consistency in all work.
     
  • Proven experience working with and responsibly managing confidential or sensitive information, including adherence to privacy, security, and confidentiality protocols. Demonstrated ability to exercise sound judgment, maintain discretion, and handle sensitive data in compliance with organizational and regulatory requirements.
• Education involving a major study in business administration, public administration or closely allied field.

Examples of how to qualify:

• 3 years of experience.
• 2 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 1 year of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).

Desired Qualifications:

• Reliable, dependable, and punctual.
• Multi-task: Ability to manage multiple priorities.
• Ability to learn specialized software for building systems.
• Ability to build rapport and partner with others.
• Teamwork: Actively take steps to build cohesive and results oriented team.
• Correspondence editing/formatting/proof reading.

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.

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.

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 Terrie Fields at Terrie.Fields@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 Administrative Services Division

Ecology’s mission is to protect, preserve, and enhance Washington’s environment for current and future generations. The mission of the Administrative Services Division (ASD) is to support Ecology’s workforce in fulfilling its mission to protect Washington’s environment. ASD does this by maintaining Ecology’s physical assets, providing safe and secure workplaces, managing agency records, and ensuring timely public access to those records. In addition, ASD serves as the agency’s risk manager and provides emergency management and continuity of operations support. The Staff Services Unit provides support to Ecology's business operations by maintaining the building and its infrastructure and by providing operations support services directly to Ecology and tenant agency staff. Staff Services of Ecology’s Administrative Services Division supports Ecology’s environmental staff by providing efficient and effective services so that Ecology can meet its mission. Our staff strive to meet Ecology’s commitments to:

• Perform our work in a professional and respectful manner.
• Listen carefully and communicate in a responsive and timely manner.
• Solve problems through innovative ways.
• Build and maintain cooperative relationships.
• Practice continuous improvement.

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.

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, 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.

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

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.