Enrollment Support Specialist (Administrative Assistant 2)

State of Washington; Lacey (WA); Hybrid; USD 48,000 - 62,000; Full time

Job summary

State of Washington in Lacey, WA is seeking an Enrollment Support Specialist (Administrative Assistant 2) to manage AmeriCorps enrollment, timekeeping review, and records during WCC operations. This role supports training logistics, document preparation, and collaboration across SEA program staff.

You will handle high-volume enrollment actions, maintain audit-ready files, and provide professional customer service while upholding compliance standards.

Qualifications

• Three years of experience and/or education related to the duties of this position.
• Experience processing high-volume enrollment and exit actions and maintaining accurate records.
• Ability to ensure compliance with federal and state requirements.
• Experience reviewing timekeeping and ensuring data accuracy across systems.
• Strong customer service and problem-resolution skills.
• Proficiency with office software and databases to support workflows.

Responsibilities

• Independently manage AmeriCorps enrollment and exit processes for about 600 actions annually, ensuring accuracy and timeliness.
• Administer and maintain 300 member service files across multiple databases.
• Provide clear customer service to members, field supervisors, and staff, guiding enrollment and timekeeping procedures.
• Audit bi-weekly time accounting and verify coding across Master Index Codes.
• Lead creation of member service hour summaries and related reporting.
• Coordinate training logistics, meetings, and orientation sessions.
• Prepare written correspondence with high accuracy and professionalism.
• Coordinate routine administrative tasks including scheduling, mail, and minutes.
• Maintain electronic and paper records per agency retention policies; support audits and public records requests.
• Collaborate with SEA headquarters staff and WCC Administrative Team in regular meetings.
• Apply sound judgment to act independently or seek guidance as needed.
• Assist with major member events and logistics support for the WCC Section.

Skills

Enrollment & Records Mgmnt

Timekeeping Review

Customer Service

Administrative Technology

Information Organization

Operational & Logistics Support

Education

Public Administration / Business Administration

Job description

Keeping Washington Clean and Evergreen

The 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.

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—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.

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:

1. Enrollment and Records Management: Experience processing high-volume enrollment and exit actions, maintaining accurate member records, and following established procedures to meet compliance standards.
2. Timekeeping Review and Data Accuracy: Ability to examine time accounting information, identify discrepancies, apply correct codes, and ensure precise data entry across multiple systems.
3. 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.
4. Administrative Technology Proficiency: Competence using office software and databases to produce documents, manage information, and support operational workflows.
5. Information Organization and File Management: Ability to organize, track, and maintain electronic and paper records in accordance with retention policies and audit requirements.
6. 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.

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 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.

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.

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?

• 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 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.

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 Incentives (Download PDF reader), 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.

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.