Enrollment Support Specialist (Administrative Assistant 2)

State of Washington; United States; Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical/Dental/Vision

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

DCAP

FSA

Employee Assistance Program

Commute Trip Reduction Incentives

Combined Fund Drive

SmartHealth

Job summary

The Washington State Department of Ecology is seeking an Enrollment Support Specialist (Administrative Assistant 2) to support Washington Conservation Corps. You will handle high-volume enrollment, maintain federal records, and deliver essential logistical support to the WCC Section.

Flexible schedule with some in-office days and telework options are available. Ideal candidates have experience with enrollment processes, timekeeping compliance, and strong customer service, plus proficiency with

Qualifications

• 3 years of experience and/or education related to the duties of this position.
• Enrollment and Records Management: experience processing enrollment and exit actions.
• Timekeeping Review: examine time accounting information and ensure accuracy.
• Customer Service and Problem Resolution: provide clear, timely assistance.
• Administrative Technology Proficiency: use office software and databases.
• Information Organization and File Management: organize records for retention.
• Operational and Logistics Support: coordinate meetings and admin activities.

Responsibilities

• Manage AmeriCorps enrollment and exit processes for about 600 actions annually.
• Administer and maintain 300 member service files across databases.
• Provide professional customer service to members, supervisors, and staff.
• Audit time accounting and ensure correct coding across systems.
• Lead creation of service hour summaries and related tracking.
• Coordinate training logistics and prepare materials for Orientation.
• Prepare written correspondence with accuracy and professionalism.
• Coordinate routine admin tasks and collaborate with SEA HQ staff.
• Maintain organized records and support audits and public records requests.
• Work with the WCC Administrative Team and attend regular meetings.

Skills

Enrollment Records

Timekeeping Review

Customer Service

Administrative Tech

Record Management

Logistics Support

Education

Business Administration

Public Administration

Relevant Field

Tools

Microsoft Office

Excel

SharePoint

My AmeriCorps

Databases

Job description

Summary

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.

Examples of 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.

• 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.
• 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.
• 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.
• Ensure compliance with AmeriCorps requirements, maintain smooth program operations, and strengthen 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 visitwww.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.

About the 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 and ethnic minorities, persons of disability, persons over 40 years of age, veterans, military spouses or people with military status, and people with 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.