Enrollment Support Specialist (Administrative Assistant 2)

State of Washington•Thurston County – Lacey, WA

8d•Hybrid

About The Position

The Department of Ecology is hiring an Enrollment Support Specialist (Administrative Assistant 2) within the Shorelands & Environmental Assistance Program. This is a project position funded until September 30, 2028, with potential for renewal based on funding. The position is located at the Headquarters Office in Lacey, WA, and requires living within a commutable distance. It is eligible for telework and flexible schedule options, with a minimum of two days per month required in the office. The Enrollment Support Specialist plays a key role in supporting the Washington Conservation Corps (WCC) by ensuring AmeriCorps members are enrolled, supported, and exited accurately and efficiently. This role involves managing high-volume administrative processes, maintaining federally compliant member records, providing customer service to over 350 members and staff, and delivering essential logistical and enrollment support to the WCC Section. The position contributes to daily operational continuity, upholds strict data accuracy standards, and serves as a primary resource for member enrollment procedures, file management, service hour reporting, and timekeeping review. Additionally, it supports training, logistics, and administrative operations, including coordinating meetings, preparing materials, recording minutes, and assisting with major member events like Orientation training. The 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.

Requirements

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).
Must possess and maintain a valid driver's license
Must successfully complete a background check, including Washington State criminal history, state motor vehicle records, Federal Sex Offender Registry, and FBI fingerprinting.

Nice To Haves

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.

Responsibilities

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.