Office Coordinator (Administrative Assistant 3)

State of Washington•Lacey, WA

29d•Onsite

About The Position

Keeping Washington Clean and Evergreen The Department of Ecology is hiring an Office Coordinator (Administrative Assistant 3) within the Human Resources Office. Location: Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station. Schedule: This position is required to work in the office five days per week and is not eligible for telework. In this role, you will provide high-level administrative support for the Human Resources (HR) Office and our management teams. Your daily work will include: Ordering and tracking equipment and supplies. Receiving and sorting incoming mail and preparing outgoing mail. Responding to questions and requests from employees (in person, email, or over the phone). Creating and updating accessible documents. Building and maintaining SharePoint sites and document libraries. Assisting HR staff with ongoing projects. You will often be the first point of contact for employees seeking information or help from HR. Because of this, you will play an important role in supporting our person-centered approach to service. This position is a great opportunity to grow your skills in SharePoint, document accessibility, and HR operations. You will work closely with a mission-driven HR team that supports people working to protect Washington's environment. We are looking for someone who is motivated, able to take initiative, willing to follow direction, and comfortable balancing multiple tasks at once. Strong customer service skills and the ability to work well with others are essential. If this sounds like a good fit, we encourage you to apply and join our team! For detailed information on how we calculate experience, please visit our Recruitment website.

Requirements

Four years of experience and/or education as detailed below: Experience in clerical, secretarial, bookkeeping, accounting, or general administrative office work.
Education involving a major study in business administration, public administration or closely allied field
Administrative and Organizational Skills - Demonstrated experience providing comprehensive administrative support, managing multiple priorities, paying attention to detail, and maintaining accurate records and files.
Empathic Communication and Active Listening - The ability to engage with employees through attentive listening, respectful dialogue, and emotional awareness to foster understanding and de-escalate conflict.
Emotional Intelligence and Composure - Ability to manage your own emotions under pressure while responding to others calmly and constructively, maintaining a supportive tone.
Technical Proficiency - Skilled in Microsoft 365 (Word, Excel, Outlook, Teams), including creating, editing, and managing accessible digital documents and files.
SharePoint Proficiency - Demonstrated skills in creating, managing, and administering SharePoint sites and pages, including site design, permission management, content organization, page layout customization, and ongoing updates.
Adaptability and Time Management - Demonstrated ability to manage work effectively amid frequent interruptions and shifting priorities, maintaining accuracy and efficiency while adapting to changing assignments.

Nice To Haves

Experience with document accessibility, including creating and/or updating forms to meet accessibility standards.
Experience with e-Time or other time/leave management system.
Experience with PTS or other electronic purchasing system.
Experience with setting up and maintaining filing systems, both electronic and hard copy.
Problem-solving skills - the ability to approach issues objectively, analyze root causes, and surface equitable, improvement-focused recommendations to support decision-making.

Responsibilities

Ordering and tracking equipment and supplies.
Receiving and sorting incoming mail and preparing outgoing mail.
Responding to questions and requests from employees (in person, email, or over the phone).
Creating and updating accessible documents.
Building and maintaining SharePoint sites and document libraries.
Assisting HR staff with ongoing projects.