Padilla Bay Office Assistant (Administrative Assistant 2)

State of Washington•Skagit County - Mt. Vernon, WA

10d•Onsite

About The Position

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. This position will be located in our Padilla Bay Office in Mount Vernon, WA. This position is NOT eligible for telework, and must be able to be on-site Monday through Friday.

Requirements

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).

Nice To Haves

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

Responsibilities

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.