Padilla Bay Office Assistant (Administrative Assistant 2)

Padilla Bay Office Assistant (Administrative Assistant 2)

Salary

$44,856.00 - $59,760.00 Annually

Location

Skagit County - Mt. Vernon, WA

Job Type

Full Time - Non-Permanent

Job Number

2026-SEA2951-06304

Department

Dept. of Ecology

Division

Shorelands and Environmental Assistance

Opening Date

08/04/2026

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 Padilla Bay Office Assistant (Administrative Assistant 2) within the Shorelands & Environmental Assistance Program.

This is a temporary position that is funded until June 30, 2027. Continuation of the position beyond this date is determined on an annual basis and contingent upon funding and satisfactory performance of job duties.

Location:

• This position will be located in our Padilla Bay Office in Mount Vernon, WA.

Schedule:

• This position is NOT eligible for telework, and must be able to be on-site Monday through Friday.

Application Timeline:

• Apply by August 11, 2026.
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

Duties

This Padilla Bay NERR Office Assistant position provides a unique opportunity to serve as the primary administrative and public-facing support for the Padilla Bay National Estuarine Research Reserve. In this role, you will coordinate front-office operations, manage guest and facility reservations, maintain records and digital content, and support purchasing, communications, and logistical functions essential to the Reserve's daily operations. You will represent Ecology and the Reserve to diverse public audiences, ensuring professional, knowledgeable, and welcoming engagement that reinforces Padilla Bay's mission of education, stewardship, research, and environmental protection.

You will also play a critical role in maintaining smooth administrative workflows-supporting approximately 15 technical and professional staff, coordinating with Ecology's fiscal and administrative teams, and ensuring organized, compliant, and efficient office systems. Through these activities, you contribute to the successful delivery of Reserve programs, facilitate seamless visitor experiences, and help uphold Ecology's mission and values at a highly visible public-serving site.

What you will do:

• Manage Padilla Bay's front office operations, assisting with providing administrative support for the reserve staff by coordinating daily workflows, communications, and clerical needs that keep the Reserve functioning smoothly.
• Provide professional, visitor-facing customer service, greeting and assisting the public, responding to inquiries, and ensuring that guests, clients, volunteers, and partner organizations receive accurate information and a positive experience.
• Coordinate scheduling and reservations for Padilla Bay's conference rooms, meeting spaces, and Stevens Center facilities-including communication with users, tracking usage, arranging services, and producing reports that document utilization.
• Oversee reservations, communications, logistics, and invoicing for the Padilla Bay Guesthouse, coordinating housekeeping needs and ensuring timely responses to facility users.
• Support Padilla Bay's purchasing operations by assisting with procurement coordination, tracking invoices, monitoring supply inventories, and following established fiscal procedures.
• Manage internal and external communications, including triaging calls and emails, processing mail, greeting visitors, and ensuring timely and accurate dissemination of information to staff and external partners.
• Maintain office filing systems and records-both digital and paper-ensuring compliance with agency retention requirements and supporting the program's ability to respond to public records requests.
• Develop and refine administrative tools such as forms, policy documents, correspondence, and templates, applying strong writing, editing, and document-production skills to support staff and external communications.
• Maintain and update Padilla Bay's website content, ensuring accuracy, usability, timely updates, and alignment with agency policies, branding, and accessibility standards.
• Coordinate meeting logistics for staff and the Director, using Outlook and other tools to schedule meetings, identify availability, and provide administrative support for onsite and offsite engagements.
• Provide periodic support in the interpretive center and gift shop, welcoming guests, answering questions, and assisting with public education and outreach functions.
• Serve as an administrative liaison between the Reserve and Ecology headquarters/regional offices, maintaining knowledge of administrative and fiscal procedures, coordinating communications, and ensuring consistent adherence to agency 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:

• Administrative Operations & Records Management:

Experience independently organizing administrative workflows, maintaining filing systems (electronic and paper), managing mail, and ensuring compliance with agency records-retention requirements.

• Facility Scheduling & Logistics Coordination:

Ability to manage advanced calendaring and reservation systems for meeting rooms and lodging facilities; coordinate service needs such as housekeeping, supplies, and equipment; and track usage for reporting purposes.

• Public-Facing Customer Service:

Skill in communicating professionally with diverse public visitors, clients, students, and partner organizations; resolving issues in real time while representing the agency in a courteous and knowledgeable manner.

• Document & Communication Production:

Ability to prepare clear written material including forms, directives, correspondence, and reports; proficiency with word processing tools and digital communication platforms to support program and staff needs.

• Purchasing & Invoice Tracking:

Experience supporting purchasing activities-coordinating orders, tracking invoices, maintaining inventories, and following agency fiscal procedures.

• Digital Content Maintenance:

Ability to update and maintain website information in alignment with established agency standards and policies, ensuring accuracy, clarity, and usability for external audiences.

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).

Desired Qualifications:

• Experience working with technical staff and issues related to the environment, natural resources, education, or marine science.
• Experience working with professionals in varied disciplines.

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 Isabel Kowacz at Isabel.Kowacz@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

This role requires you to be on site five days per week in our Padilla Bay Office in Mount Vernon, WA. Are you able to meet this requirement? On-site presence is an essential job requirement. Applicants unable to meet this requirement are not eligible for further consideration.

• Yes, I am able to work on-site in Mount Vernon, WA.
• No, I am not able to work on site in Mount Vernon, WA.

11

Which level best describes your experience independently organizing administrative workflows, maintaining filing systems (electronic and paper), managing mail, and ensuring compliance with records retention requirements?

• None - I have no experience performing administrative operations or records management tasks.
• Foundational - I have basic exposure to filing systems or administrative workflows and can perform tasks with direction.
• Intermediate - I manage filing systems and routine administrative workflows with some guidance and have practical experience in an office setting.
• Advanced - I independently manage administrative workflows, maintain organized filing systems, and ensure compliance with records retention requirements in a professional setting.
• Expert - I consistently maintain well-organized administrative workflows and filing systems, proactively improve processes for efficiency, ensure records are stored and retained correctly, identify and correct filing or retention issues, and regularly assist coworkers by helping them locate records, understand filing procedures, or follow retention requirements.

12

Which level best describes your experience with advanced calendaring systems, managing reservation systems for meeting rooms or lodging facilities, coordinating service needs, and/or tracking usage for reporting?

• None - I have no experience using calendaring or reservation systems for facilities or coordinating related service needs.
• Foundational - I have basic exposure to scheduling or reservation tools and can perform simple tasks such as entering bookings, confirming reservations, or updating calendars when given clear instructions; my experience with advanced calendaring features is minimal.
• Intermediate - I regularly manage routine scheduling and reservation activities using calendaring or reservation systems, such as coordinating meeting room or lodging requests, updating calendars, communicating basic service needs (like housekeeping or equipment setups), and tracking usage information; I can navigate most calendaring tools with some confidence but may still need assistance with advanced features or multi-layered scheduling tasks.
• Advanced - I independently manage reservations and facility scheduling using advanced calendaring systems, including coordinating multiple service needs such as housekeeping, supplies, or equipment setups; I ensure calendars are accurate, integrated across users or departments, and up to date, proactively identify scheduling conflicts, and compile usage data for reporting.
• Expert - I consistently manage complex or high-volume scheduling environments using advanced calendaring and reservation systems with sophisticated features (such as multi-facility coordination, automated workflows, or resource-linked scheduling); I troubleshoot system or logistics issues, optimize scheduling processes, produce detailed usage and trend reports, and guide others on effective and compliant use of advanced calendaring or reservation tools.

13

Which level best describes your experience providing professional customer service to diverse public visitors, clients, students, or partner organizations?

• None - I have no public-facing customer service experience.
• Foundational - I have basic customer service experience and can assist visitors with direction.
• Intermediate - I provide customer assistance in a public-facing role and can resolve routine issues with some guidance.
• Advanced - I independently deliver professional customer service, resolve issues in real time, and represent an organization effectively to diverse audiences.
• Expert - I am recognized as a leader or trainer in customer service, handling highly complex or sensitive interactions with skill and professionalism.

14

Which level best describes your experience preparing clear written material such as forms, directives, correspondence, or reports, and using digital communication platforms to support staff or program needs?

• None - I have no experience producing professional documents or using digital communication tools.
• Foundational - I have limited experience drafting documents and can complete basic written tasks with guidance.
• Intermediate - I prepare routine written materials with some support and use communication platforms regularly.
• Advanced - I independently produce high-quality written documents, edit for clarity and accuracy, and use digital communication tools to support program needs.
• Expert - I consistently produce complex or high-visibility written materials with minimal revision needed, ensuring clarity, accuracy, and proper formatting; I proactively improve documents or communication processes; I troubleshoot issues with templates or digital platforms; and I regularly assist coworkers by reviewing documents, providing editing support, or guiding them on effective communication practices.

15

Which level best describes your experience supporting purchasing activities, coordinating orders, tracking invoices, maintaining inventories, and following fiscal procedures?

• None - I have no experience with purchasing or invoice tracking.
• Foundational - I have limited exposure to purchasing processes and can complete basic tasks with direction.
• Intermediate - I assist with purchasing, invoice tracking, or inventory management with occasional guidance.
• Advanced - I independently coordinate purchasing activities, track invoices, manage inventories, and follow fiscal procedures in a professional environment.
• Expert - I routinely manage end-to-end purchasing workflows, proactively identify and resolve discrepancies, ensure purchasing documentation is complete and audit-ready, maintain accurate inventory systems, and regularly assist coworkers by answering questions about purchasing processes or troubleshooting common issues.

16

Which level best describes your experience updating and maintaining website content, ensuring accuracy, clarity, and alignment with agency standards and policies?

• None - I have no experience updating websites or digital content.
• Foundational - I have basic exposure to website editing tools and can make simple updates with instruction.
• Intermediate - I maintain digital content and perform routine website updates with some guidance.
• Advanced - I independently update and manage website content, ensuring accuracy, usability, and adherence to organizational standards.
• Expert - I consistently maintain complex or multi-section website content, ensure updates meet accessibility, branding, and policy requirements, troubleshoot formatting or navigation issues, coordinate content changes with staff or program leads, and help others understand how to make compliant updates.

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