Office Coordinator (Human Resource Consultant Assistant 2)

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring an Office Coordinator (Human Resource Consultant Assistant 2) within the Human Resources Office (HRO).

Location: 

• Headquarters Office in Lacey, WA.

• Upon hire, you must live within a commutable distance from the duty station.

Schedule: 

• 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.

Application Timeline: 

• Apply by August 25, 2026

• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

Duties

In this role, you will 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, 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 for you to apply your organizational skills, customer service abilities, and attention to detail in a human resources environment while gaining practical experience with HR processes, systems, and records.

What you will do:

• HR Technical Assistance, including:

  • SAP/HRMS Data Entry: 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. 

  • New Employee Paperwork Tracking: 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. 

  • Public Service Loan Forgiveness Forms: Complete Public Service Loan Forgiveness forms as they are received. Must be completed timely and stored in accordance with current business procedure. 

  • Employment verifications: 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. 

• Central File Maintenance

  • 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. 

• Administrative Support for HR Office Staff 

  • 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.
    
    
    

Qualifications

For detailed information on how we calculate experience and responses to other frequently asked questions, please visit our Recruitment website.

Required Qualifications:

• 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 tomaintaineffective 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.

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 (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

If you are excited about this role and meet the required qualifications, we encourage you to apply. Desired qualifications reflect additional knowledge, skills, or experience that are nice to have but not required. Studies have shown that some applicants, especially women and people of color, are less likely to apply unless they meet every listed qualification. At the Department of Ecology, we are dedicated to building a diverse and authentic workplace centered in belonging, and we welcome applicants with varied backgrounds and unique perspectives.

Supplemental Information

Ecology does not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.

Application Process

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified job seekers from all backgrounds are encouraged to apply.

How to Apply

Click “Apply” at the top of this page. Complete the entire application, including full work history and responses to all supplemental questions, and attach:

• Cover letter, describing your interest in and qualifications for this position 

• Resume

Because we base our selection on the information you provide, it is in your best interest to complete the application thoroughly. A resume will not substitute for the “work experience” section of the application or vice versa. Applications with blank fields or supplemental question responses with comments such as “see resume” may be considered incomplete. 

For detailed application information, please visit our Recruitment website.

Application Attestation: By submitting an application, you are affirming that the information contained in your application and on all attachments is complete and truthful. The state may verify this information, and any false or misleading answers may result in rejection of your application or dismissal if employed.

Need an Accommodation?

If you need reasonable accommodation during the application and/or screening process, including this job announcement in an alternate format:

• Please contact us at 360-407-6186 or careers@ecy.wa.gov 

• If you are deaf or hard of hearing, you may call through the Washington Relay Service by dialing 711 or 1-800-833-6384.

Questions?

• For specific questions about the position location options, schedule, or duties, please contact Renee Terry at Renee.Terry@ecy.wa.gov 

• If you need assistance applying for this job, are inquiring about the status of your application, would like to request the full position description, or have any other questions, please contact the Recruitment Team at careers@ecy.wa.gov

About the Human Resources Office

The mission of the Human Resources Office (HRO) is developing successful employees, promote healthy and productive relationships, ensure a safe work environment and recruit great talent to achieve Ecology's Mission. This position contributes to the mission of the agency and the HR Office by providing paraprofessional support and assistance to the HR Technical Team, and the overall HR team.

About the Department of Ecology

As the State of Washington’s environmental protection agency, we are deeply committed to protecting, preserving, and enhancing Washington’s environment for current and future generations. Joining Ecology means becoming part of a team dedicated to protecting and sustaining healthy land, air, water, and climate in harmony with a strong economy. A career in public service at Ecology allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

Diversity, Equity, Inclusion, and Respect (DEIR) are core values central to Ecology's work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations. 

We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued. 

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

To learn more about Ecology, please visit our website, explore Working at Ecology, check out our Strategic Plan, and connect with us on LinkedIn, Facebook, Instagram, YouTube, or our blog. 

Equal Opportunity Employer: The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Note: This recruitment may be used to fill other positions of the same job classification across the agency. 

Ecology Job Opportunities | Careers at Ecology