Office Coordinator (Human Resource Consultant Assistant 2)

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 to maintain effective 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

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.

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