Permitting, Planning, and Budget Section (PP&B) Administrative Assistant 3

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Permitting, Planning, and Budget Section (PP&B) Administrative Assistant 3 within the Nuclear Waste Program.

Location:

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

Schedule:

• This position is eligible for telework and flexible schedule options.
• A minimum of two days per week is required in 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

In this position, you will serve as the administrative assistant to the Permitting, Planning, and Budget (PPB) section manager and approximately 9 professional and technical staff in the section. The work requires interacting with staff internally and in other agency offices, partners, other state and federal agencies, and the general public. You will also serve as a primary backup to the program manager’s assistant (PMA) and be delegated to perform some administrative lead tasks assigned to the PMA, which includes providing oversight and leadership to the NWP Administrative Support Team (AST).

What you will do:

• Develop, update, and implement administrative processes in the Admin Desk Manual, the Reception Desk Manual, NWP Purchasing Desk Manual, and the Administrative Assistant - 3 Desk Manual.
• Provide training and coaching to admin staff related to skills and adherence to the NWP Administrative Desk Manual and Reception Desk Manual.
• Maintain the Reception Coverage Calendar – Send recurring notices for Tier 1 & Tier 2 quarterly schedule. Review and confirm appointments, schedule additional coverage as needed. Refer any process or coverage concerns to the PMA to address with the admin and their supervisor as needed.
• Provide backup coverage and support to other administrative staff, including the receptionist.
• Assist PPB with keeping calendars up to date. Prioritize meeting requests, schedule internal and external meetings, reschedule lower priority meetings as necessary, and commit supervisors' and staff's time.
• Provide secretarial support to the PPB Section staff. Services include scheduling meetings, preparing agendas, taking notes, and transcribing minutes. Be knowledgeable of staff members' calendars.
• Coordinate travel arrangements and documentation. Prepare and route travel expense vouchers. Track section travel expenses using the Travel-Training Tracking Log and provide reports.

Qualifications

For detailed information on how we calculate experience, please visit our Recruitment website.

Required Qualifications:

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

• Experience: in clerical, secretarial, bookkeeping, accounting, or general administrative office work experience.
• Education: A High School Diploma or GED or college credits towards a degree in business administration, public administration or closely allied field.

Examples of how to qualify:

• 4 years of experience.
• 3 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 2 years of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).
• 1 years of experience AND 90-119 semester or 135-179 quarter college credits.
• 0 years of experience AND a Bachelor’s degree or above.

Special Requirements/Conditions of Employment: 

• Must meet U.S. Department of Energy requirements to acquire and maintain a badge for access to the Hanford Site.

Desired Qualifications:

• Skill in the use of office equipment (e.g. personal computer, copier, printer).
• Proficiency in Microsoft Word and experience in other MS Office programs, particularly Outlook and Excel.
• Ability to format and edit documents to meet Ecology formatting, grammar, punctuation, and Plain Talk standards.
• One year of experience working in an office providing administrative support to manager and multiple staff.

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 Edward Holbrook at Edward.Holbrook@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 Nuclear Waste Program

The Nuclear Waste Program's (NWP) mission is to lead the effective and efficient cleanup of the U.S. Department of Energy's Hanford Site, ensure sound management of mixed hazardous wastes in Washington, and protect the state's air, water, and land at and adjacent to the Hanford Site. 

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.

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.