Enrollment Support Specialist (Administrative Assistant 2)

Washington State Department of Ecology; Lacey (WA); Hybrid; USD 50,000 - 66,000; Full time

Benefits offered by this job

Telework options

Flexible schedule

Job summary

Washington State Department of Ecology's Shorelands and Environmental Assistance Program seeks an Enrollment Support Specialist (Administrative Assistant 2) in Lacey, WA. You will manage AmeriCorps enrollment and exit actions, maintain member records, and provide customer service to hundreds of members and staff.

The role supports training, logistics, meetings, and compliance with federal and state requirements, with a hybrid schedule that includes in-office days and telework.

Qualifications

• Three years of experience and/or education related to enrollment and records management, including processing high-volume actions and maintaining compliant records.
• Timekeeping review and data accuracy: examine time accounting information, identify discrepancies, apply correct codes, and ensure precise data entry across multiple systems.
• Customer service and problem resolution: provide clear, timely, professional assistance to internal staff, program members, and external clients.
• Administrative technology proficiency: use office software and databases to produce documents, manage information, and support workflows.
• Information organization and file management: organize and maintain electronic and paper records per retention policies and audit requirements.

Responsibilities

• Independently manage AmeriCorps enrollment and exit processes for approximately 600 member actions annually, ensuring accuracy and compliance.
• Administer and maintain 300 member service files across My AmeriCorps, WCC SharePoint, and internal tracking systems.
• Provide clear, professional customer service to members, field supervisors, and program staff, triaging inquiries and guiding enrollment and timekeeping procedures.
• Audit bi-weekly time accounting for half of the WCC Section and verify coding across Master Index Codes.
• Lead creation of member service hour summaries, reporting, and tracking functions for section operations and documentation.

Education

Major study in business administration, public administration or closely allied field

Job description

Keeping Washington Clean and EvergreenThe Department of Ecology is hiring an

DescriptionKeeping Washington Clean and EvergreenThe Department of Ecology is hiring an Enrollment Support Specialist (Administrative Assistant 2) within the Shorelands & Environmental Assistance Program . Note: This is a project position that is funded until September 30, 2028. This position may be renewed depending on funding availability.

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 two days per month is required in the office.
• You may telework most of your work time with occasional in-person meetings and activities.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline

• Apply by September 16, 2026.
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

Duties

This Enrollment Support Specialist position plays a key role in supporting Washington Conservation Corps (WCC) and advancing Ecology’s mission by ensuring that AmeriCorps members are enrolled, supported, and exited accurately and efficiently. In this role, you will independently manage high-volume administrative processes, maintain federally compliant member records, provide customer service to more than 350 members and staff, and deliver essential logistical and enrollment support to the WCC Section. You will contribute to daily operational continuity, uphold strict data accuracy standards, and serve as a primary resource for member enrollment procedures, file management, service hour reporting, and timekeeping review. You will also support training, logistics, and administrative operations across the Section—including coordinating meetings, preparing materials, recording minutes, and assisting with major member events such as Orientation training. Your work ensures compliance with AmeriCorps requirements, maintains smooth program operations, and strengthens the WCC’s ability to deliver high-quality service, disaster response, and environmental restoration throughout Washington.

What You Will Do

• 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, ensuring complete, organized, and audit-ready records across multiple databases including My AmeriCorps, WCC SharePoint, and internal tracking systems.
• Provide clear, professional customer service to WCC members, field supervisors, and program staff, triaging inquiries, resolving routine issues, and delivering guidance 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 the creation of member service hour summaries, reporting, and associated tracking functions to support Section operations and ensure accurate documentation for member completion and recognition.
• Serve as a primary administrative support for the WCC Training and Logistics Team by coordinating meeting and training logistics, setting up audio/visual equipment, preparing and distributing materials, and presenting 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, including 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.

Qualifications

For detailed information on how we calculate experience, please visit our Recruitment website .

Required Qualifications

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

• Enrollment and Records Management:
• Experience processing high-volume enrollment and exit actions, maintaining accurate member records, and following established procedures to meet compliance standards.
• Timekeeping Review and Data Accuracy: Ability to examine time accounting information, identify discrepancies, apply correct codes, and ensure precise data entry across multiple systems.
• Customer Service and Problem Resolution: Skilled in providing clear, timely, and professional assistance to internal staff, program members, and external clients, including resolving routine administrative issues.
• Administrative Technology Proficiency: Competence using office software and databases to produce documents, manage information, and support operational workflows.
• Information Organization and File Management: Ability to organize, track, and maintain electronic and paper records in accordance with retention policies and audit requirements.
• Operational and Logistics Support: 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 closely allied field.

Examples Of How To Qualify

• 3 years of experience.
• 2 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 1 year of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).

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. Criminal history checks cover Washington State; if the candidate previously lived out of state, an additional check will be completed in that state. Background check results do not automatically disqualify a candidate but will be evaluated to determine their suitability for the position.

Desired Qualifications

• Proficiency using 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.

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 .

Our Commitment to DEIR

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 DEIRis 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.

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.

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 [e-mail]
• 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 Laura Schlabach at [e-mail]

• 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 [e-mail]

About

About the Shorelands and Environmental Assistance (SEA) Program

The mission of the SEA Program is to create community conservation partnerships to protect and restore our shorelands, wetlands, and floodplains.

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.

Benefits

• 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 Incentives (Download PDF reader)
• Combined Fund Drive
• SmartHealth *
• Click here for more information

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.

Collective Bargaining

This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

Note: This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.