Executive Assistant - Fiscal Operations (Administrative Assistant 5)

Keeping Washington Clean and EvergreenThe Financial Services Division within the Department of Ecology is looking to fill an Executive Assistant – Fiscal Operations (Administrative Assistant 5) position. This position is located in our Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.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.Agency Mission: Ecology's mission is to protect, preserve and enhance the environment for current and future generations.Program Mission: The Financial Services mission is to manage the agency’s financial resources and support agency planning so that environmental goals and strategic priorities are met.Telework options for this position: This position will have flexibility of a hybrid schedule, empowering work from home and office, providing less time in traffic and shrinking your carbon footprint. 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.Applicants with questions about position location options, telework, and flexible or compressed 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 August 19, 2024. In order to be considered, please submit an application on or before August 18, 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.Please Note: We will review all applications received before the date above. Additional reviews after this date typically only occur if we have a small applicant pool, or if a successful Hire was not made.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 informationAbout the Department of EcologyProtecting 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 DEIRDiversity, 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.What makes this role unique?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.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 equivalentExperience 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 (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.All experience and education combinations that meet the requirements for this position:Possible CombinationsCollege credits or degree – as listed aboveYears of required experience – as listed aboveCombination 1High school diploma or equivalent; no college credits or degree6 years of experienceCombination 230-59 semester or 45-89 quarter college credits5 years of experienceCombination 360-89 semester or 90-134 quarter college credits (AA degree)4 years of experienceCombination 490-119 semester or 135-179 quarter college credits3 years of experienceCombination 5A Bachelor's Degree2 years of experienceOROne (1) year of experience as an Administrative Assistant 4, at the Department of Ecology.ORTwo (2) years of experience as an Administrative Assistant 3, 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:We highly encourage you to apply even if you do not have some (or all) of the desired experience below.• 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.Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.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 Beth Swanson at: Beth.Swanson@ecy.wa.gov Please do not contact Beth to inquire about the status of your application.To request the full position description: email careers@ecy.wa.govWhy 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.