The Department of Ecology’s priority during the Covid-19 health crisis is to keep our staff, candidates, and the public safe. We are still hiring and encourage you to apply to open positions. The majority of our staff are currently working from home; we have transitioned to a virtual recruitment process, to include web-based interviews.
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, and has leadership that embraces the value of people, Ecology may be a good fit.
The Confidential Secretary position works independently and serves as the confidential executive assistant to the Deputy Director of the Department of Ecology by providing personal administrative and secretarial support.
We are looking for applicants who possess excellent people skills, seek continuous improvement, are able to master new skills quickly in order to support timely response or implementation.
At Ecology, you’ll be part of a team that is invested in making a difference. We are environmental scientists, engineers, planners, geologists, communications specialists, administrative professionals, and more – all working toward our common goals.
Ecology is an equal opportunity employer working toward cultivating a set of attitudes, perspectives, behaviors, and policies that continuously promote equity, diversity, inclusion and cultural responsiveness.
We invest in our employees to foster a diverse, well-trained, friendly workforce operating with excellence and professionalism. We create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability.
We celebrate and value diversity, appreciating that a workforce composed of those from different backgrounds and experiences creates an inclusive environment, strengthens positive relationships with local communities, and brings new perspectives and approaches to fulfilling our mission.
Local efforts… Diverse people… Statewide impacts
What will you be doing?
The Confidential Secretary position is a member of the Executive Leadership Team (ELT) which is comprised of 26 members, of which ten (10) are Environmental Program Managers (PM), four (4) Regional Directors (RD), and 12 Directors who report to the Agency Director.
Primary duties include:
- Managing the Deputy Director’s schedule, briefings, travel, correspondence, communications and office operations and procedures; strategic planning, project management and coordination of Environmental Program Manager’s activities; providing leadership and consistent communication to the Program Manager and Regional Director assistants, and providing excellent customer service to the public.
- This position is also responsible for providing back-up support to the agency Director, Administrative Services Director, Director’s Special Assistants for Tribal Affairs, Federal Affairs, and Climate with periodic administrative support to the Rules and Accountability section and other section managers and staff that intersect with the Deputy Director’s Office.
The position is the executive coordinator on the Senior Administrative Leadership Team (SALT).
This role works to:
- Standardize processes and procedures.
- Establish connections with other administrative staff offering support and guidance as appropriate while keeping a pulse on the general welfare of administrative support staff throughout the Agency.
- Initiate in the development and coordination, scheduling, hosting, and arranging of meaningful speakers for Agency-wide all administrative staff workshops, trainings, and events.
The position serves as an executive member of the New Employee Onboarding (NEO) Team, representing Executive Leadership and SALT.
- Provides guidance and identifies improvements for onboarding experience for new employees.
- Communicates between groups represented and Team NEO, taking on ad hoc assignments as needed.
- Develops presentation materials, organizes, and schedules quarterly New Employee Meet and Greet sessions with Deputy Director, Director, Program Managers and Administrative Office Directors (Program Managers/Directors present for two sessions).
The position is a SharePoint site owner for the Executive Leadership Team, SALT, Administrative Resources and Topics SharePoint sites:
- Understands and has a high level of competency using SharePoint working with general site management, content and collection.
- Serves as subject matter expert with full control over these SharePoint sites, including managing access to the site, adding and configuring Web parts and site development.
- Provides assistance and support to the users of the site as needed, working with site design, content, determination and configuration of version management and control and data sensitivity.
- Identifies business needs for records management of content, content lifecycle, archive and final disposition of the content.
The position represents the Deputy Director’s (DD) office often serving on various committees and workgroups, updating policies and procedures that affect the DD’s ability to process contracts, agreements, documents; understanding the Signature Authority Matrix as it applies to various procedures.
Serves as a member of the Electronic Transactions & Signatures Policy committee to help develop a new policy that details Ecology’s acceptable electronic transaction methods and related approvals to determine the appropriate transition methods and to document their thinking for electronic signature processes used throughout the Agency.
Please note: During Stay Home, Stay Healthy, staff are working a combination of in-office and/or telework based on position and business need. This position is expected to come into the office at least one day each week and at times more as business needs dictate.
Ecology is maintaining less than maximum building occupancy, and requiring masks, health screening questions before entry, and social distancing.
This position will remain open until filled, with an initial screening date of April 28, 2021. In order to be considered for initial screening, please submit an application on or before April 27, 2021. The agency reserves the right to make an appointment any time after the initial screening date.
There are multiple ways to qualify for this position. See options below:Option 1: A Bachelor’s degree in business administration, public administration or closely allied field AND three (3) years of upper-level administrative office experience, including duties, which require experience assisting an organization’s executive leader. (see descriptive experience list in Option 3).
Option 2: An Associate’s degree in business administration, public administration or closely allied field AND five (5) years of upper-level administrative office experience, including duties, which require experience assisting an organization’s executive leader. (see descriptive experience list in Option 3).
Option 3: High school graduation or GED AND seven (7) years of upper-level administrative office experience, including duties, which require experience assisting an organization’s executive leader with experience in the following:
- Knowledge of administrative procedures, office methods and procedures, research and data collection and scheduling techniques.
- Composing, editing, proofreading professional communication materials, including correspondence for executive level of governor’s office signature.
- Performing detail-oriented work with high accuracy in a fast-paced work environment.
- Organizational skills, including but not limited to the ability to prioritize work, find information quickly, complete work and return critical tasks in the midst of multiple interruptions, multi-task and handle issues quickly and accurately.
- Independently manage time and tasks.
- Intermediate to advanced experience in some or all of the following programs: Word, Excel, PowerPoint, Outlook, various virtual platforms, and the Internet.
- Ability to build trust within the Department at large to include various programs and regions, administrative offices, and governor’s office.
- Take and follow direction with little or no supervision.
- Promote a team atmosphere; support and cover for others as needed in the Executive Office.
- Demonstrate professionalism and maintain confidentiality.
Additional experience and education combinations that meet the requirements for this position:
Possible CombinationsCollege credit hours or degree as listed aboveYears of required experience as listed aboveCombination 1No college credit hours or degree7 years of experienceCombination 2I have 30-59 semester or 45-89 quarter credits.6 years of experienceCombination 3I have 60-89 semester or 90-134 quarter credits (AA degree).5 years of experienceCombination 4I have 90-119 semester or 135-179 quarter credits.4 years of experienceCombination 5 A Bachelor’s Degree3 years of experience
We highly encourage you to apply even if you do not have some (or all) of the desired experience below.
- Experience and in-depth knowledge of government organization and administrative procedures, government functions, office methods and procedures, and state and agency functional policies.
- Working knowledge and demonstration of effective communication techniques and agency policies including letter writing using agency plain talk and state accessibility standards.
- Strong writing and grammar skills.
- Strong oral communication skills.
- Ability to work independently and make accurate decisions in the Deputy Director’s absence.
- Ability to use professional judgement in evaluation of sensitive and confidential information in important situations.
- Understands and follows complex directions.
- Provides leadership and motivation to SALT Team members and co-workers.
- Proven ability to work collaboratively with a diverse group of people.
Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.
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:
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) (Download PDF reader), Combined Fund Drive, SmartHealth
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 https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.
*See the Benefits tab in this announcement for more information
Please complete the short on-line application, supplemental questions and upload:
- Your current chronological resume.
- A cover letter explaining how you fit the requirements of the position.
- Three professional references with current contact information.
When attaching documents to your application (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.
Please to do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.
It is in the candidate’s best interest to submit all of the documents requested above. Applications without these documents may be declined.
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.
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.”
If you need assistance applying for this job, please e-mail firstname.lastname@example.org. Please do not 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 Heather Bartlett at: Heather.Bartlett@ecy.wa.gov. Please do not contact Heather 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.
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.
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.