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Enrollment Support Specialist (Administrative Assistant 2)

Washington State Department of Ecology · Lacey, WA · 2 days ago
Contract

About the role

The Department of Ecology is hiring an Enrollment Support Specialist (Administrative Assistant 2) within the Shorelands & Environmental Assistance (SEA) Program. This project position is funded until September 30 2028 and may be renewed depending on funding availability. The role supports the Washington Conservation Corps (WCC) by ensuring AmeriCorps members are enrolled, supported, and exited accurately and efficiently.

Schedule

This position is eligible for telework and flexible schedule options. A minimum of two days per month is required in the office, with the remainder of the work time able to be performed remotely. Schedules are dependent upon position needs and are subject to change.

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, keeping records audit‑ready across My AmeriCorps, WCC SharePoint, and internal tracking systems.
  • Provide clear, professional customer service to WCC members, field supervisors, and program staff; triage inquiries, resolve routine issues, and guide users 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 creation of member service hour summaries, reporting, and tracking functions to support Section operations and ensure accurate documentation for member completion and recognition.
  • Serve as primary administrative support for the WCC Training and Logistics Team: coordinate meeting and training logistics, set up audio/visual equipment, prepare and distribute materials, and present 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, 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.

Required Qualifications

  • Three years of experience and/or education related to the duties of this position.
  • Experience processing high‑volume enrollment and exit actions, maintaining accurate member records, and following established procedures to meet compliance standards.
  • Ability to examine time accounting information, identify discrepancies, apply correct codes, and ensure precise data entry across multiple systems.
  • Skilled in providing clear, timely, and professional assistance to internal staff, program members, and external clients, including resolving routine administrative issues.
  • Competence using office software and databases to produce documents, manage information, and support operational workflows.
  • Ability to organize, track, and maintain electronic and paper records in accordance with retention policies and audit requirements.
  • 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 a closely allied field.

Desired Qualifications

  • Proficiency with 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.

Special Requirements & Conditions of Employment

  • 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.

Benefits

  • Medical, dental, and vision coverage for employee and dependents.
  • Public Employees Retirement System (PERS).
  • Vacation, sick, and other leave.
  • 11 paid holidays per year.
  • Public Service Loan Forgiveness.
  • Tuition waiver.
  • Long‑term disability and life insurance.
  • Deferred compensation programs.
  • Dependent Care Assistance Program (DCAP).
  • Flexible Spending Arrangement (FSA).
  • Employee Assistance Program.
  • Commute trip reduction incentives.
  • Combined Fund Drive.
  • SmartHealth.

About the Program and Department

The Shorelands & Environmental Assistance (SEA) Program’s mission is to create community conservation partnerships to protect and restore Washington’s shorelands, wetlands, and floodplains. The Washington State Department of Ecology is the state’s environmental protection agency, dedicated to protecting, preserving, and enhancing Washington’s environment for current and future generations. Ecology offers a competitive benefits package, a strong commitment to work‑life balance, and opportunities for professional growth in a collaborative, mission‑driven environment.

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