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Executive Administrative Assistant (Administrative Assistant 4)

Washington State Department of Ecology
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Keeping Washington Clean and Evergreen
 
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. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, and believes in the fun factor, Ecology is a good fit.

The Information Technology Services Office (ITSO) program within the Department of Ecology is looking to fill an Executive Administrative Assistant (Administrative Assistant 4) position. This position is located in our Headquarters Building in Lacey, WA.

The Executive Administrative Assistant supports the Chief Information Officer (EMS3) and ITSO. This position is the sole provider of professional administrative support to the CIO with delegated authority for administrative matters, providing efficient communication in all matters that affect the CIO. This position also provides organizational support to the Extended ITSO Leadership Team comprised of 12 upper level technology managers, a non-supervisory management analyst, and a CIO direct reporting contractor. This position works collaboratively across ITSO organizational boundaries; as well as Ecology environmental and administrative program boundaries to coordinate on behalf of the CIO.

The EAA conducts research, prepares confidential paperwork and documents, and provides support in all Administrative functions. This position is also a supervisory role that directs the work, provides assignments, coaching, and mentoring of a secretary senior by providing oversight and management to ensure the completion of complex administrative needs of ITSO Extended Managed team.

We are looking for candidates who possess excellent customer service skills, the ability to communicate professionally and clearly with a diverse audience, the ability to quickly assess a situation to determine priority of an assignment, and who are looking to join a professional team.

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.

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.
 
Local efforts... Diverse people... Statewide impacts
 
Duties 
 
Program Mission: The Information Technology Services Office (ITSO) is the central provider of strategic and tactical support for the use of Information Technology (IT) within Ecology. The mission of ITSO is to create and support useful technology services that adapt for the future and support Ecology's mission.

Some of the key work activities of the Executive Administrative Assistant position are:
  • Providing Executive Administrative Support to the Agency CIO, which includes managing schedules, assignments and due dates, human resources paperwork for a team of nearly 100 information technology professionals.
  • In addition to fully supporting the Agency CIO, this position will also provide support to four section managers with calendaring, tracking assignments, and supporting HR paperwork.
  • This position has the opportunity to provide input and identify opportunities to support continuous process improvement.
  • This position is also a supervisory role that directs the work, provides assignments, coaching, and mentoring of a secretary senior
  • This position provides the opportunity to work with a team of professionals who are committed to creating a strong, healthy workplace. This position offers the candidate experience supporting executive level leaders, serving as a liaison with customers, and being a part of the management team meetings. 
 
About the team:
The ITSO is a team dedicated of professionals who are committed to successful outcomes, but also are able to have fun at work!
 
Qualifications

Required Qualifications:

A Bachelor's Degree in public administration, business administration, or closely aligned field AND four (4) years of professional administrative experience demonstrating progressively increased responsibility in office/clerical, secretarial, or general administrative work; including supporting an Executive level position. 

OR

Eight (8) years of professional administrative experience demonstrating progressively increased responsibility in office/clerical, secretarial, or general administrative work; including supporting an Executive level position. 
 
Additional qualifying experience will substitute, year for year, for education.

Skills and Abilities
  • Advanced proficiency in Microsoft Office applications.
  • Expertise in proofreading, editing, grammar usage, and punctuation.
  • Accuracy/speed in typing; attention to detail.
  • Demonstrated leadership skills. 
  • Ability to maintain confidentiality.
  • Ability to effectively organize multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough, and on time.
  • Ability to prioritize tasks and organizational skills to create and maintain electronic and hard copy files.
  • Reliability to be on the job and be a productive team member in a fast paced Office with competing deadlines.
 
Desired Qualifications:
  • Experience providing administrative support to staff working in the field of information technology.
  • A Bachelor's degree in business management or similar field, and four (4) years professional administrative experience with progressively increased responsibility.
  • Three (3) years of experience in State or local government agency organization, operations, and working in the field of information technology processes; in a position that requires confidentiality.
  • Experience supporting a large management team, of ten (10) individuals or more.
  • Experience supporting a large Office, of fifty (50) people or more.
 
 Skills and Abilities
  • Ability to: clearly and effectively communicate with individuals and groups within and outside of the organization.
  • Ability to: see opportunities for creative problem solving while staying within the parameters of good practice; generate unique but workable and useful solutions to difficult problems.
  • Ability to: coordinate and lead small groups, creating a cooperative and productive environment in which to resolve problems and implement plans.
  • Ability to: lead discussions to achieve appropriate participation from all members.
 
Special Requirements/Conditions of Employment:

Hold and maintain a valid driver's license and be able to operate a motor vehicle.
 
Why work for Ecology?

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 the health and financial security of you and your family a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to work/life balance.

Ecology employees may be eligible for the following:
 

Student debt and how working for Ecology can help
Employees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. 
 
*See the Benefits tab in this announcement for more information
 
Supplemental Information
 
Application Instructions

In order to be considered, applicants MUST attach the following documents as an attachment to their application:
  • A cover letter describing how your experience, skills and abilities meet the required/desired qualifications of this position.
  • Please list at least four (4) professional references.
  • Please attach a writing sample.

Please complete the applicant profile when applying for this position. Or, you may paste the text of your resume within the profile's resume text field.

Please read the supplemental questions carefully and answer completely. Incomplete responses, including "please see resume", may disqualify you from further consideration.

Department of 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 at (360) 407-6186.

If you are reading this announcement in print format, please visit www.careers.wa.gov to access the online recruitment system. Click on "Look for Jobs" and select Dept. of Ecology under the "Department" search list. Click "Apply Search."

Other Information

If you need assistance applying for this job, please call Human Resources at (360) 407-6186 or e-mail careers@ecy.wa.gov. Please do not call this number or send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile's main page.

If you have specific questions about the position, please email Patricia Thronson at: patricia.thronson@ecy.wa.gov. Please do not contact Patricia to inquire about the status of your application.

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.

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 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.