HWTR Administrative Assistant (Administrative Assistant 3)(Internal Only)

HWTR Administrative Assistant (Administrative Assistant 3)(Internal Only)

Salary

$48,048.00 - $64,512.00 Annually

Location

Thurston County - Lacey, WA

Job Type

Agency Internal - Permanent

Remote Employment

Flexible/Hybrid

Job Number

2026-HWTR4469-07251

Department

Dept. of Ecology

Division

Hazardous Waste and Toxics Reduction

Opening Date

08/31/2026

Closing Date

9/7/2026 11:59 PM Pacific

Salary Information

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

• Description
• Benefits
• Questions

Description

This recruitment is open only to current Department of Ecology employees, including those on temporary or project assignments, and Ecologys Washington Conservation Corps members.

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring an HWTR Administrative Assistant (Administrative Assistant 3)(Internal Only) within the Hazardous Waste and Toxics Reduction Program (HWTR).

Location:

• Southwest Region 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.

• Three to four days per week of on-site attendance is required

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

Duties

This Administrative Assistant 3 position provides a crucial opportunity to support Ecology's Hazardous Waste & Toxics Reduction (HWTR) Program operations in both the Southwest Regional Office (SWRO) and Headquarters (HQ). In this role, you will serve as the primary administrative support professional for the HWTR SWRO Section Manager and regional staff, delivering high-volume, detail-oriented administrative coordination that ensures smooth daily operations and efficient workflow management across two HWTR units. You will independently manage purchasing operations, personnel logistics, timekeeping functions, document preparation, and complex scheduling responsibilities-each essential to supporting the program's regulatory, compliance, and customer service activities.

You will also lead administrative workflow planning for the section, organize all onboarding and hiring logistics, and maintain accurate fiscal, personnel, and records-management systems that directly support the agency's mission. As the first point of contact for HWTR SWRO and HWTR HQ customer interactions, you will represent the program with professionalism and clarity, helping staff, partners, and the public navigate procedures, resolve issues, and access program resources. Your work ensures staff have the tools, information, and administrative support needed to accomplish critical environmental protection activities across Washington.

What you will do:

• Serve as the primary administrative assistant to the HWTR SWRO Section Manager, independently managing calendar scheduling, coordinating meetings, arranging travel, supporting logistics, and ensuring timely follow-through on section priorities.
• Provide comprehensive administrative support to two HWTR HQ units and approximately 30 professional staff, including preparing correspondence, formatting technical reports, processing personnel paperwork, and managing confidential information.
• Coordinate and administer purchasing operations for HWTR SWRO and HWTR HQ sections, including creating requisitions, monitoring expenditures, maintaining purchasing records, ensuring competitive procurement, receiving goods, and resolving vendor issues.
• Track and manage multiple budget areas (contracts, memberships, equipment, printing, lab sampling, and other goods/services) and collaborate with budget analysts to ensure proper coding, expenditure tracking, and compliance with purchasing guidelines.
• Lead administrative components of the hiring process by organizing interviews, scheduling candidates, preparing panel materials, assembling personnel packets, and overseeing onboarding logistics for new staff.
• Maintain organized administrative and technical filing systems, oversee electronic and paper record retention, and ensure compliance with agency policies to support accurate documentation and public records response readiness.
• Provide independent customer service for HWTR SWRO and HWTR HQ sections by responding to inquiries, interpreting program procedures, resolving routine issues, and directing customers to appropriate resources or technical specialists.
• Process and distribute incoming and outgoing mail for HWTR at both SWRO and HQ, ensuring accurate routing and timely delivery.
• Coordinate section-wide administrative processes including training requests, travel reimbursements, timekeeping functions as the eTime Champion, personnel action forms, and meeting logistics.
• Act as a liaison between the Section Manager, supervisors, regional administrative teams, HQ staff, and external partners to facilitate communication, relay assignments, and track time-sensitive projects and executive correspondence.
• Support workshops, trainings, PMT meetings, events, and program activities by managing logistics, preparing materials, securing equipment, and coordinating communication.

Qualifications

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

Required Qualifications:

Four (4) years of experience and/or education related to the duties of this position, which includes the following:

Administrative Workflow Management:

Skill in independently organizing multiple high-volume tasks simultaneously, prioritizing deadlines, coordinating calendars, preparing complex correspondence, maintaining structured files, and managing time-sensitive assignments.

Purchasing Administration:

Experience processing procurement requests, tracking expenditures, maintaining purchasing records, monitoring budget activity, and interpreting agency purchasing rules to support compliant purchasing operations.

Professional Document Preparation:

Ability to prepare accurate professional documents such as reports, letters, enforcement materials, personnel files, while applying formatting standards, proofreading conventions, and document control practices.

Personnel Logistics:

Skill in preparing interview materials, coordinating candidate scheduling, processing HR-related forms, supporting onboarding logistics, and ensuring complete and timely administrative documentation for personnel actions.

Customer Service:

Experience providing responsive customer support, interpreting administrative procedures, routing inquiries, resolving routine issues, and representing program operations through clear verbal communication with staff and public.

Technology and Systems Proficiency:

Ability to use office software applications such as Word, Excel, Outlook, SharePoint, Teams, plus capacity to learn and operate agency systems such as eTime, PTS, EPIC, Service Center, or similar administrative platforms.

Education: Involving a major study in business administration, public 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 or above.

Special Requirements:

• Must possess and maintain a valid drivers license.

Desired Qualifications:

• Experience supporting high-volume administrative operations across multiple teams or sections with varying workflow needs.
• Experience providing customer assistance in an environmental, regulatory, or scientific program.
• Skilled in applying plain-language principles to improve clarity of technical or regulatory communication.
• Experience processing procurement requests, tracking expenditures, maintaining purchasing records, monitoring budget activity, and interpreting agency purchasing rules to support compliant purchasing operations.

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.

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.

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 Michelle Underwood at Michelle.Underwood@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 Hazardous Waste and Toxics Reduction Program

The mission of the Hazardous Waste and Toxics Reduction program is to protect Washington's residents and environment by reducing the use of toxic chemicals, safely managing dangerous waste, preventing new contaminated sites, and cleaning up contamination.

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.

#LI-DNI

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 that experience gained from academic coursework, class projects, or other degree requirements is assessed in later questions.

• One year
• Two years
• Three years
• Four ore more years
• None of the above

05

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
• None of the above

06

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.

07

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. Please tell us, what does it mean for you to have a commitment to DEIR in the workplace? What steps or actions have you taken to demonstrate your commitment previously?

08

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

• Yes
• No

09

Are you able to obtain and maintain a valid drivers license?

• Yes
• No

10

This recruitment is open only to current Department of Ecology employees (including those in temporary or project assignments) and Ecology's Washington Conservation Corps members. Applications from individuals who do not meet this requirement will not be considered. Do you meet this requirement?

• Yes, I am a current Department of Ecology employee (including temporary or project)
• Yes, I am a current Washington Conservation Corps member
• No, I am not a current Department of Ecology employee or WCC member (not eligible for this recruitment)

11

Which level best describes your experience independently organizing multiple high-volume administrative tasks, prioritizing deadlines, coordinating schedules, preparing complex correspondence, and managing time-sensitive assignments?

• None - I have no experience managing multiple administrative tasks or deadlines in an office environment.
• Foundational - I have basic exposure to organizing tasks and following established workflows; I can complete routine assignments when given clear instructions and timelines.
• Intermediate - I regularly coordinate multiple tasks, manage daily deadlines, prepare standard administrative documents, and keep organized files; I work independently but may need occasional guidance for complex situations.
• Advanced - I independently manage high-volume workloads, prioritize shifting deadlines, coordinate calendars, prepare complex correspondence, maintain structured filing systems, and ensure timely completion of assignments with minimal oversight.
• Expert - I consistently manage large, fast-moving workloads with independent judgment, organize long-term and short-term priorities, coordinate complex schedules and communications, design or refine administrative workflows, and support others in managing time-sensitive tasks.

12

Which level best describes your experience processing procurement requests, tracking expenditures, maintaining purchasing records, and applying agency purchasing rules to ensure compliant purchasing operations?

• None - I have no experience with purchasing or procurement activities.
• Foundational - I have basic exposure to purchasing tasks, such as submitting simple purchase requests or tracking orders when provided instructions.
• Intermediate - I routinely process purchase requests, maintain purchasing records, track expenditures, and follow standard purchasing procedures; I can resolve routine purchasing issues with limited assistance.
• Advanced - I independently manage purchasing operations, interpret purchasing policies, monitor multiple budget areas, maintain accurate fiscal records, ensure compliance, and coordinate with staff and vendors to resolve issues.
• Expert - I consistently oversee multifaceted purchasing workflows, interpret and apply complex purchasing guidelines, proactively identify budget or compliance issues, recommend solutions, and serve as a resource for staff on procurement procedures.

13

Which level best describes your experience preparing professional documents such as reports, letters, enforcement materials, personnel files, and other formal correspondence using formatting, proofreading, and document control standards?

• None - I have no experience preparing professional or technical documents.
• Foundational - I can draft or edit basic internal documents or emails when given content and formatting instructions.
• Intermediate - I regularly prepare, edit, and format professional documents, apply proofreading conventions, and ensure accuracy and clarity with moderate oversight.
• Advanced - I independently prepare complex documents such as reports, formal correspondence, or enforcement materials; I apply formatting standards, proofread for accuracy, and maintain document control practices with minimal supervision.
• Expert - I consistently produce high-quality, complex documents, applying advanced formatting, editorial precision, and document control rigor; I assist others with editing, formatting guidance, or document standards compliance.

14

Which level best describes your experience coordinating hiring and personnel logistics-including preparing interview materials, scheduling candidates, processing HR forms, and supporting onboarding processes?

• None - I have no experience with hiring or personnel support tasks.
• Foundational - I have basic exposure to scheduling or preparing simple administrative materials for hiring processes when given clear instructions.
• Intermediate - I regularly assist with interview coordination, prepare materials, process standard HR forms, and support onboarding tasks with some guidance.
• Advanced - I independently coordinate hiring logistics, prepare complete interview packets, schedule candidates, process HR forms accurately, and ensure timely onboarding documentation with limited oversight.
• Expert - I consistently manage full hiring and personnel logistics, proactively anticipate needs, ensure compliance with administrative requirements, coordinate with HR and supervisors, and support others in completing personnel actions correctly.

15

Which level best describes your experience providing customer support, interpreting administrative procedures, resolving routine issues, routing inquiries, and communicating clearly with staff and the public?

• None - I have no experience providing customer service in an office or program setting.
• Foundational - I can respond to straightforward customer inquiries and provide basic information when given clear guidance.
• Intermediate - I routinely answer and route inquiries, interpret standard procedures, resolve routine questions, and communicate clearly with both internal and external customers.
• Advanced - I independently respond to varied and complex inquiries, interpret and explain program procedures, resolve issues using judgment, and represent office operations professionally in person, in writing, and over the phone.
• Expert - I consistently manage complex or sensitive customer interactions, apply program procedures with confidence, proactively identify and resolve issues, and support others in delivering clear, effective customer communication.

16

Which level best describes your experience using office software (Word, Excel, Outlook, SharePoint, Teams) and learning agency systems?

• None - I have no experience using office software beyond basic typing or email.
• Foundational - I can perform simple tasks in common software (such as opening files, typing documents, or sending emails) and can learn new systems with clear instructions.
• Intermediate - I regularly use office software to create documents, manage email, update spreadsheets, and navigate shared platforms; I can learn new administrative systems with limited guidance.
• Advanced - I independently use advanced functions in office software, manage shared calendars or databases, create organized documents or spreadsheets, and confidently operate multiple administrative systems.
• Expert - I consistently use advanced features across multiple platforms, troubleshoot issues, train others, maintain system accuracy, and quickly learn new administrative technologies and agency-specific systems.

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. Please do not copy and paste your resume information as a response.

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