Office Coordinator (Human Resource Consultant Assistant 2)

State of Washington•Thurston County – Lacey, WA

4d•Hybrid

About The Position

The Department of Ecology is hiring an Office Coordinator (Human Resource Consultant Assistant 2) within the Human Resources Office (HRO). This role supports the HR Technical team by maintaining central files, processing employment verifications, completing and saving Public Service Loan Forgiveness forms, ensuring all new-hire paperwork is received, performing data entry, and providing general administrative support. You will also support HR office staff by performing administrative functions such as serving as the purchasing coordinator, eTime Timekeeper, and Floor Safety Monitor. This role is a great opportunity to apply organizational skills, customer service abilities, and attention to detail in a human resources environment while gaining practical experience with HR processes, systems, and records.

Requirements

Four years of experience and/or education related to the duties of the position, which includes the following:
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.
Attention to Detail – Proven track record reviewing, verifying, and entering information accurately to maintain complete, compliant, and error-free records.
HR Administrative Support – Demonstrated ability to apply HR procedures to perform essential administrative tasks and provide reliable support to HR staff and customers.
Confidentiality & Ethics – Proven track record safeguarding sensitive information to ensure compliance with policies and legal requirements.
Enterprise Content Management (ECM) – Demonstrated ability to migrate, categorize, and retain electronic and paper files to support digital records management standards.
Microsoft Office Proficiency – Proven skills in creating letters, memos, labels, and notes to support daily communication and documentation needs.
Adaptability & Flexibility – Ability to adjust quickly to changing priorities, new systems, or evolving HR processes to maintain effective support.
Education involving a major study in human resources, 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 year of experience AND 90-119 semester or 135-179 quarter college credits.
0 years of experience AND a Bachelor’s degree.

Nice To Haves

HRMS Data Entry – Demonstrated ability to update HRMS/HRIS records using submitted forms to ensure employee data is accurate and up to date.
Data Quality Review – Ability to spot inconsistencies or missing information in HRMS data or personnel files to support higher data integrity.
Digital File Structure Design – Ability to help structure shared drive folders or ECM libraries to improve file accessibility and maintain organized digital records.
Advanced Microsoft Office Skills – Ability to use intermediate Excel, Word, or Outlook tools (pivot tables, mail merge, templates) to streamline administrative tasks and improve document quality.
Basic Reporting Skills – Ability to run, interpret, and share simple operational reports within HR applications (such as time and attendance applications, applicant tracking systems, payroll applications, etc.) to support HR staff decision-making

Responsibilities

Update HRMS information from forms submitted by employees, such as the flexible work schedule and telework, Employee Affirmative Action and Demographic Information, and Employee Address Changes.
Track paperwork for all new hires, rehires, and employees coming from other agencies, to ensure we are receiving completed new hire forms. Those include employee information form, affirmative action and demographics, I-9, new employee checklist, and the emergency contacts.
Complete Public Service Loan Forgiveness forms as they are received. Must be completed timely and stored in accordance with current business procedure.
Receive and complete employment verifications received via Teams telephone, efax, email, or mail by verifying employment of current or former employees in a timely manner. Process and complete necessary forms or letters, providing the Payroll Office with the necessary forms to complete the request.
Assist team in maintaining electronic and paper files to ensure complete employment history is maintained in the personnel files and position files.
Assist with file migration of both existing electronic files and paper files in the Enterprise Content Management System.
Greet employees and visitors to the HR Office.
Prepare and sort mail for HR office.
Serve as the team purchasing coordinator, eTime Timekeeper and Floor Safety Monitor.