Office Coordinator (Human Resource Consultant Assistant 2)

Keeping Washington Clean and Evergreen

About the role

The Department of Ecology is hiring an Office Coordinator (Human Resource Consultant Assistant 2) within the Human Resources Office (HRO) at the Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.

This position is eligible for telework and flexible schedule options. A minimum of four days per week is required in the office. Schedules are dependent upon position needs and are subject to change.

Responsibilities

• Support 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
  • Providing general administrative support
• HR Technical Assistance, including:
  • SAP/HRMS Data Entry: Update HRMS information from forms submitted by employees, such as flexible work schedule and telework, Employee Affirmative Action and Demographic Information, and Employee Address Changes.
  • New Employee Paperwork Tracking: Track paperwork for all new hires, rehires, and employees coming from other agencies to ensure completed new hire forms are received (e.g., employee information form, affirmative action and demographics, I-9, new employee checklist, and emergency contacts).
  • Public Service Loan Forgiveness Forms: Complete forms as received, ensuring timely processing and storage in accordance with current business procedures.
  • Employment Verifications: Receive and complete employment verifications 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 required forms.
• Central File Maintenance:
  • Assist the team in maintaining electronic and paper files to ensure complete employment history is documented in personnel and position files.
  • Assist with file migration of both existing electronic and paper files in the Enterprise Content Management System.
• Administrative Support for HR Office Staff:
  • Greet employees and visitors to the HR Office.
  • Prepare and sort mail for the HR office.
  • Serve as the team purchasing coordinator, eTime Timekeeper, and Floor Safety Monitor.

Requirements

Four years of experience and/or education related to the duties of the position, which includes the following:

• Empathic Communication and Active Listening: 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 a closely allied field.

Qualifications

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.

Desired Qualifications

• 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 (e.g., 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.

Desired qualifications reflect additional knowledge, skills, or experience that are nice to have but not required.

Benefits

Ecology employees may be eligible for the following:

• Medical/Dental/Vision for employee & dependent(s)
• Public Employees Retirement System (PERS)
• Vacation, Sick, and other Leave
• 11 Paid Holidays per year
• Public Service Loan Forgiveness
• Tuition Waiver
• Long Term Disability & Life Insurance
• Deferred Compensation Programs
• Dependent Care Assistance Program (DCAP)
• Flexible Spending Arrangement (FSA)
• Employee Assistance Program
• Commute Trip Reduction Incentive
• Combined Fund Drive
• SmartHealth

Click here for more information about Ecology's benefits package.