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Program Manager's Assistant (Administrative Assistant 4)

Company: Washington State
Location: Lacey
Posted on: March 15, 2020

Job Description:

DescriptionKeeping Washington Clean and EvergreenProtecting 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 Spill Prevention, Preparedness, and Response program (SPPR) program within the Department of Ecology is looking to fill a Program Manager Assistant (Administrative Assistant 4) position. This position is located in our Headquarters Building in Lacey, WA.This position reports and serves as the principal assistant to the Spill Prevention, Preparedness, and Response Program Manager with the delegated authority and responsibility for administrative matters, providing efficient skill and communication in all matters affecting the Program Manager, the Program Manager's direct reports, and all program staff. Serves as the office manager of the Spill Prevention, Preparedness, and Response Program. Provides overall supervision to the office support team and ensures that the clerical needs of the Spill Prevention, Preparedness, and Response Program staff are met.We are looking for candidates who have a professional demeanor, are adaptable and flexible, possess strong leadership abilities, are reliable, have excellent written and verbal communication skills and possess a strong work ethic.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 impactsDutiesThe mission of the Spill Prevention, Preparedness, and Response Program (SPPR) is to protect, preserve, and restore Washington's environment. The Spill Program's vision is to create a "zero" spills world.Some of the key work activities for the Program Manager's Assistant are:

  • Serves as the principal assistant to the Program Manager with delegated authority and responsibility for administrative matters, providing efficient skills and communication in all matters affecting the Program Manager, the Program Manager's direct reports, and all Spill Prevention, Preparedness, and Response Program staff.
  • Serves as the office manager of the Spill Prevention, Preparedness, and Response Program.
  • Provides overall supervision to the office support team and ensures that the clerical needs of the Spill Prevention, Preparedness, and Response Program staff are met in the completion of complex administrative duties.
  • Independently provides complex, confidential administrative support to the Spill Prevention, Preparedness, and Response Program (SPPR) Manager.
  • Serves as Program Manager's contact for internal and external entities.
  • Keeps the Program Manager apprised of significant events and issues requiring review or action.
  • Relays information to and from staff members, ensuring confidentiality at all times; anticipates needs, compiles and prepares briefing materials to prepare the Program Manager at meetings, hearings, and media events.
  • Maintains the Program Manager's schedule by computerized calendar, organizes materials for meetings and providing those in advance to the Program Manager.
  • Ensures deadlines are met.
  • Serves as administrative lead for SPPR on administrative policies, objectives, goals and time lines to implement agency-wide procedures.
  • Provides direction to professional and administrative staff on administrative policies such as Signature Delegation, Ethics, Public Disclosure, Leave/Delegation, Plain Talk policies, and high-priority program-specific issues.
  • Serves as the program's personnel actions coordinator.
  • Actively participates on the SPPR Management Team.
  • Provides complex, confidential support to the SPPR budget planner and budget staff, SPPR policy coordinator, and the agency's Quality Assurance Officer.
  • Schedules meetings, takes meeting notes, develops meeting agendas, makes travel and training arrangements, and coordinates program's all-staff conferences and events.
  • Receives and confers with official visitors and the public.
  • Directly supervises two Secretary Seniors. Oversees support staff operations program-wide. Convenes and leads support staff meetings.
  • Oversees and/or serves as the primary coordinator for the following functions EPIC; facilities, including assessing needs and ensuring adequate space, furniture, equipment, and office supplies.
  • Processes travel, training, and purchasing requests to ensure budgetary compliance with Office of Financial Management (OFM) and agency fiscal policies.
  • Maintains program's personnel records, organizational charts and staff contact lists.
  • Creates documents and email messages with digital accessibility in mind, and uses Ecology guidance and tools to meet Ecology standards.
  • Is responsible for recording information for Public Disclosure Commission reporting.
  • Represents the Program Manager at meetings as requested.This recruitment is open until filled. The initial screening will be March 3, 2020. In order to be considered for the initial screening, please submit an application on or before March 2, 2020. The agency reserves the right to make an appointment any time after the initial screening date.Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.QualificationsRequired Qualifications:A Bachelor's Degree in business administration, public administration or closely allied field AND two (2) years of experience leading or supervising others in a leadership capacity or role in the areas of clerical, secretarial, bookkeeping, accounting or general administrative office work.ORA High School Diploma or GED and six (6) years of progressively responsible clerical, secretarial, bookkeeping, accounting or general administrative office work experience. Two (2) years of the required experience will include leading or supervising others in a leadership capacity or role.ORAdditional qualifying experience (as listed above) will substitute, year for year, for education.Special Requirements/Conditions of Employment:Must possess and maintain a valid driver's license.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, Combined Fund Drive, SmartHealthStudent debt and how working for Ecology can helpEmployees 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 informationSupplemental InformationApplication InstructionsIn 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.
    • A resume outlining your professional clerical and customer service experience.Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.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 InformationIf 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 Dale Jensen at: dale.jensen@ecy.wa.gov. Please do not contact Dale 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.Salary: $42,132.00 - $55,200.00 AnnuallyLocation: Thurston County Lacey, WAJob Type: Full Time - PermanentDepartment: Dept. of EcologyJob Number: 2020-SPPR3540-01987Closing: ContinuousAgency: State of WashingtonAddress: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504Phone: View Posting for Agency ContactWebsite: http://www.careers.wa.gov

Keywords: Washington State, Lacey , Program Manager's Assistant (Administrative Assistant 4), Administration, Clerical , Lacey, Washington

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