Enrollment Support Specialist (Administrative Assistant 2)

Enrollment Support Specialist (Administrative Assistant 2)

Salary

$44,856.00 - $59,760.00 Annually

Location

Thurston County - Lacey, WA

Job Type

Project (limited duration)

Remote Employment

Flexible/Hybrid

Job Number

2026-SEAP1213-07545

Department

Dept. of Ecology

Division

Shorelands and Environmental Assistance

Opening Date

09/09/2026

Closing Date

Continuous

Salary Information

The high end of the salary range, Step M is typically a longevity step

• Description
• Benefits
• Questions

Description

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring an Enrollment Support Specialist (Administrative Assistant 2) within the Shorelands & Environmental Assistance Program.

Note: This is a project position that is funded until September 30, 2028. This position may be renewed depending 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 two days per month is required in the office.

• You may telework most of your work time with occasional in-person meetings and activities.

• Schedules are dependent upon position needs and are subject to change.

Application Timeline:

• Apply by September 16, 2026.
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

Duties

This Enrollment Support Specialist position plays a key role in supporting Washington Conservation Corps (WCC) and advancing Ecology's mission by ensuring that AmeriCorps members are enrolled, supported, and exited accurately and efficiently. In this role, you will independently manage high-volume administrative processes, maintain federally compliant member records, provide customer service to more than 350 members and staff, and deliver essential logistical and enrollment support to the WCC Section. You will contribute to daily operational continuity, uphold strict data accuracy standards, and serve as a primary resource for member enrollment procedures, file management, service hour reporting, and timekeeping review.

You will also support training, logistics, and administrative operations across the Section-including coordinating meetings, preparing materials, recording minutes, and assisting with major member events such as Orientation training. Your work ensures compliance with AmeriCorps requirements, maintains smooth program operations, and strengthens the WCC's ability to deliver high-quality service, disaster response, and environmental restoration throughout Washington.

What you will do:

• Independently manage AmeriCorps enrollment and exit processes for approximately 600 member actions annually, ensuring accuracy, timeliness, and compliance with federal and state requirements.
• Administer and maintain 300 member service files, ensuring complete, organized, and audit-ready records across multiple databases including My AmeriCorps, WCC SharePoint, and internal tracking systems.
• Provide clear, professional customer service to WCC members, field supervisors, and program staff, triaging inquiries, resolving routine issues, and delivering guidance on enrollment, timekeeping, and administrative procedures.
• Audit bi-weekly time accounting for half of the WCC Section, verify correct coding across more than 100 Master Index Codes, resolve discrepancies, and issue required timekeeping memos.
• Lead the creation of member service hour summaries, reporting, and associated tracking functions to support Section operations and ensure accurate documentation for member completion and recognition.
• Serve as a primary administrative support for the WCC Training and Logistics Team by coordinating meeting and training logistics, setting up audio/visual equipment, preparing and distributing materials, and presenting at Orientation training several times per year.
• Prepare written correspondence-including external letters, internal memos, and batch-generated mail-merge documents-with a high level of accuracy, clarity, and professionalism.
• Coordinate routine administrative tasks for the Section, including conference call setup, scheduling support, meeting minutes, mail distribution, and collaboration with SEA headquarters administrative staff.
• Maintain organized electronic and paper records in accordance with agency retention policies; support agency readiness for audits and public records requests.
• Work collaboratively with the WCC Administrative Team and SEA Program administrative staff, including participating in regular team meetings.
• Apply sound judgment to determine when to act independently and when to seek guidance, demonstrating reliability, service focus, and adherence to agency policies and professional standards.

Qualifications

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

Required Qualifications:

Three years of experience and/or education related to the duties of this position, which includes the following:

• Enrollment and Records Management:

Experience processing high-volume enrollment and exit actions, maintaining accurate member records, and following established procedures to meet compliance standards.

• Timekeeping Review and Data Accuracy:

Ability to examine time accounting information, identify discrepancies, apply correct codes, and ensure precise data entry across multiple systems.

• Customer Service and Problem Resolution:

Skilled in providing clear, timely, and professional assistance to internal staff, program members, and external clients, including resolving routine administrative issues.

• Administrative Technology Proficiency:

Competence using office software and databases to produce documents, manage information, and support operational workflows.

• Information Organization and File Management:

Ability to organize, track, and maintain electronic and paper records in accordance with retention policies and audit requirements.

• Operational and Logistics Support:

Experience coordinating meetings, preparing materials, managing schedules, and supporting routine administrative activities within a team environment.

Education: involving a major study in business administration, public administration or closely allied field.

Examples of how to qualify:

• 3 years of experience.
• 2 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 1 year of experience AND 60-89 semester or 90-134 quarter college credits (Associate's degree).

Special Requirements & Conditions of Employment:

• Must possess and maintain a valid drivers license
• Must successfully complete a background check, including Washington State criminal history, state motor vehicle records, Federal Sex Offender Registry, and FBI fingerprinting. Criminal history checks cover Washington State; if the candidate previously lived out of state, an additional check will be completed in that state. Background check results do not automatically disqualify a candidate but will be evaluated to determine their suitability for the position.

Desired Qualifications:

• Proficiency using Microsoft Office (Word, Excel, Outlook), database systems, and basic Excel formulas to produce accurate documents and manage member data.

• Ability to interpret and apply complex administrative procedures and regulations, including WCC and AmeriCorps enrollment standards.

• Skill in organizing and maintaining electronic and paper records with precision to meet compliance and retention requirements.

Supplemental 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 Ecologys 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 or careers@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 Laura Schlabach at Laura.Schlabach@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 at careers@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.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. Thats why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

01

How did you hear about this job?

• Community Based Organization
• Community / Technical College
• Ecology Employee
• Ecology Recruiter
• Ecology Jobs Page
• Facebook
• Job Board
• Job Fair
• LinkedIn
• Newspaper
• Other State Agency
• Other Website
• Professional Association
• Twitter
• University Job Board
• WorkSource
• Other

02

If you selected Community Based Organization, Community / Technical College, Job Board, Job Fair, LinkedIn Group, Newspaper, Other State Agency, Other Website, Professional Association, University Job Board, WorkSource, or Other, please share which one.

03

Have you ever worked for the Department of Ecology in any capacity including: Permanent, Non-permanent, Project, Intern, or Volunteer?

• Yes
• No

04

How many years of experience do you have related to the duties of the position? Note this means full time experience (working 40 hours per week). Any part-time experience, where working hours were less than 40 hours per week, will be prorated to meet the equivalency of full-time. We calculate this by looking at the total hours worked per week, dividing this by 40, and then multiplying by the total number of months worked.

• One year
• Two years
• Three years or more
• None of the above

05

Please provide additional details to support your response above. The following information is needed: position title(s), specific duties, and periods of employment. Make sure your response specifically addresses the qualification above. An incomplete answer, including "NA" or "please see resume" may remove you from further consideration.

06

What is your level of education?

• 30-59 semester or 45-89 quarter college credits
• 60-89 semester or 90-134 quarter college credits (AA degree)
• 90-119 semester or 135-179 quarter college credits
• Bachelors degree or above
• GED or equivalent
• None of the above

07

If you have college credits or a degree, please list your major(s) or field(s) of study and any degree(s) earned. If you dont have this education, put N/A.

08

The State of Washington and the Department of Ecology, play a vital role in fostering a Diverse, Equitable, Inclusive, and Respectful (DEIR) workplace and contributing to equitable outcomes for the communities we serve. We view DEIR 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. We believe it is everyones job to contribute to a DEIR workplace. What experiences have you had working with people whose backgrounds are very different from your own? What impact did those experiences have on how you worked?

09

I understand that Ecology does not use the E-Verify system and is unable to extend STEM Optional Practical Training (OPT).

• Yes
• No

10

Special Requirements & Conditions of Employment: • Must possess and maintain a valid drivers license • Must successfully complete a background check, including Washington State criminal history, state motor vehicle records, Federal Sex Offender Registry, and FBI fingerprinting. Criminal history checks cover Washington State; if the candidate previously lived out of state, an additional check will be completed in that state. Background check results do not automatically disqualify a candidate but will be evaluated to determine their suitability for the position. I have read and understand the special requirements and conditions of employment for this position.

• Yes
• No

11

Which level best describes your experience processing high-volume enrollment and exit actions while maintaining accurate and compliant records?

• None - I have no experience processing enrollment or exit actions.
• Foundational - I have basic exposure to enrollment or exit tasks and can complete simple actions when given clear instructions.
• Intermediate - I regularly process enrollment and exit actions and can maintain accurate records with occasional guidance.
• Advanced - I independently manage high-volume enrollment and exit processes, ensure compliant records, and proactively resolve routine issues.
• Expert - I consistently oversee or manage enrollment and exit workflows, ensure full compliance with federal/state requirements, and train others in proper procedures.

12

Which level best describes your experience reviewing timekeeping information, identifying discrepancies, and ensuring accurate use of coding across multiple systems?

• None - I have no experience reviewing timekeeping or coding information.
• Foundational - I have basic exposure to timekeeping review and can identify simple errors with guidance.
• Intermediate - I regularly review time accounting, can identify discrepancies, and apply correct codes with moderate independence.
• Advanced - I independently audit timekeeping records across multiple systems, resolve discrepancies, and ensure accurate coding with minimal oversight.
• Expert - I consistently manage complex timekeeping reviews, troubleshoot coding issues, provide guidance to others, and ensure high-accuracy data integrity.

13

Which level best describes your experience providing customer service and resolving routine administrative issues for internal staff, members, or external clients?

• None - I have no customer service experience in an administrative setting.
• Foundational - I have basic customer service experience and can answer straightforward questions with direction.
• Intermediate - I regularly provide customer service, respond to inquiries, and resolve routine administrative issues with confidence.
• Advanced - I independently handle high-volume inquiries, resolve complex or sensitive administrative issues, and ensure timely, professional communication.
• Expert - I consistently manage challenging customer service situations, mentor others on best practices, and maintain high standards of clarity, professionalism, and problem resolution.

14

Which level best describes your experience using office software and databases to produce documents, manage information, and support administrative workflows?

• None - I have no experience using office software or databases in a professional setting.
• Foundational - I can perform basic tasks using office software and can enter information into databases with guidance.
• Intermediate - I regularly use office software and databases to produce accurate documents, track information, and support daily administrative work.
• Advanced - I independently use a wide range of software and databases, create detailed documents or reports, and troubleshoot formatting or data issues.
• Expert - I consistently manage complex document production or database workflows, optimize processes, and help others use software or databases effectively.

15

Which level best describes your experience organizing, maintaining, and tracking electronic and paper records in compliance with retention or audit requirements?

• None - I have no experience organizing or maintaining records.
• Foundational - I can file documents and maintain simple records when given clear instructions.
• Intermediate - I regularly maintain organized electronic and paper records, follow retention guidelines, and ensure accuracy with occasional oversight.
• Advanced - I independently manage records systems, ensure files are audit-ready, and proactively maintain compliance with retention requirements.
• Expert - I consistently oversee recordkeeping systems, ensure full compliance, troubleshoot issues, and train others in effective records management.

16

Which level best describes your experience coordinating meetings, preparing materials, managing schedules, and supporting routine administrative logistics within a team environment?

• None - I have no experience with meeting or logistical coordination.
• Foundational - I can schedule basic meetings and assist with simple logistics when provided instructions.
• Intermediate - I regularly coordinate meetings, prepare materials, and support logistical activities within a team.
• Advanced - I independently manage meeting logistics, prepare complex materials, coordinate schedules, and anticipate team needs.
• Expert - I consistently oversee or lead logistical operations, manage multiple concurrent activities, and advise others on best practices for effective coordination.

17

For all six competency ratings you selected in Questions 11-16, please describe the reasoning behind each of your choices. For every competency, explain the experiences, responsibilities, or accomplishments that support the level you selected. For example, if you selected "Advanced" or "Expert," describe what makes you confident in that assessment. Your responses will help us better understand the context for your self-evaluation.

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov