Headquarters Support Team Assistant (Administrative Assistant 3)

Full Job Description

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Headquarters Support Team Assistant (Administrative Assistant 3) within the Shorelands & Environmental Assistance (SEA) program.

This is a temporary position that will end on 12/31/2026. Note: this may be extended based on funding availability.

Location:

• Headquarters Office in Lacey, 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 one day per week is required in the office.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline:

• Apply by February 8, 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.

Requirements

In this position, you will play a vital role in advancing our mission by providing high-level administrative and technical support to the Shorelands and Environmental Assistance (SEA) Program.

This role is unique because it combines traditional executive-level support for three major headquarters sections—Environmental Review, Aquatic Permitting, and Clean Energy Coordination—with a program-wide lead role in publications and event coordination.

You will serve as the main contact for event coordination for our Headquarters-based business areas and publications coordination program-wide, ensuring documents meet Agency standards for accessibility, professionalism, and accuracy.

What you will do:

• Support Program Leadership: Provide high-level administrative partnership to three key sections, managing confidential files, SharePoint sites, and complex scheduling for managers and staff.
• Lead Events & Logistics: Serve as the program’s primary coordinator for HQ events and webinars; you will manage everything from arranging travel so supporting hybrid meeting logistics.
• Enforce Publication Standards: Act as the program-wide expert for publications, ensuring all external documents meet "Plain Talk" and state accessibility (ADA) standards.
• Review Environmental Documents: Perform technical administrative reviews of environmental filings (SEPA/NEPA, Water Quality Certifications, and Aquatic permits) for accuracy and completeness.
• Manage Data & Records: Maintain critical environmental databases and ensure all program records comply with state retention schedules.
• Exercise Fiscal Authority: Review and approve HQ conference and meeting expenses and finalize official correspondence.
• Coordinate Facilities: Manage HQ office space assignments and moves in accordance with Modern Work Environment policies.
• Collaborate Region-Wide: Represent the program on the agency’s Publications Coordinators team and provide backup coverage for the HQ administrative support team as needed.

Qualifications

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

Required Qualifications:

Four (4) years of experience and/or education as described below:

Experience: in clerical, secretarial, bookkeeping, accounting, or general administrative office work.

Experience mentioned above must include demonstrated competence in the following skill sets---

• Writing and Editing: You can take rough notes or technical info from different managers and turn them into clear, professional emails, letters, and guides that anyone can understand.
• Attention to Detail: You are great at "quality control." You can spot typos, formatting errors, or missing info in complex documents (like permits or environmental reports) and make sure everything meets accessibility rules.
• Tech Savvy: You’re good with Microsoft Office. You’re comfortable setting up hybrid meetings (Teams), using SharePoint sites, and keeping data organized in Excel.
• Task Management Pro: You can stay organized while supporting several different teams or managers at once. You know how to prioritize your day so that nothing falls through the cracks.
• Organized Record Keeping: You’re good at filing and tracking information. You can learn the specific rules for how the state saves emails and paper files to make sure we stay compliant with public records laws.

Education: involving a major study in business 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.
• No experience AND a Bachelor’s degree in above mentioned field.

Desired Qualifications:

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.

Additional 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.

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 orcareers@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 Bridget Talebi at Bridget.Talebi@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 atcareers@ecy.wa.gov

About the Shorelands and Environmental Assistance (SEA) Program

The mission of the SEA Program is to create community conservation partnerships to protect and restore our shorelands, wetlands, and floodplains.

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(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.

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