Padilla Bay Office Assistant (Administrative Assistant 2

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring an

The Department of Ecology is hiring an Padilla Bay Office Assistant (Administrative Assistant
2) within the Shorelands & Environmental Assistance Program.

This is a temporary position that is funded until June 30, 2027. Continuation of the position beyond this date is determined on an annual basis and contingent upon funding and satisfactory performance of job duties.

• This position will be located in our Padilla Bay Office in Mount Vernon, WA.

• This position is NOT eligible for telework, and must be able to be on-site Monday through Friday.

• Apply by August 11, 2026.
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

This Padilla Bay NERR Office Assistant position provides a unique opportunity to serve as the primary administrative and public-facing support for the Padilla Bay National Estuarine Research Reserve. In this role, you will coordinate front-office operations, manage guest and facility reservations, maintain records and digital content, and support purchasing, communications, and logistical functions essential to the Reserve’s daily operations. You will represent Ecology and the Reserve to diverse public audiences, ensuring professional, knowledgeable, and welcoming engagement that reinforces Padilla Bay’s mission of education, stewardship, research, and environmental protection.

You will also play a critical role in maintaining smooth administrative workflows—supporting approximately 15 technical and professional staff, coordinating with Ecology’s fiscal and administrative teams, and ensuring organized, compliant, and efficient office systems. Through these activities, you contribute to the successful delivery of Reserve programs, facilitate seamless visitor experiences, and help uphold Ecology’s mission and values at a highly visible public-serving site.

• Manage Padilla Bay’s front office operations, assisting with providing administrative support for the reserve staff by coordinating daily workflows, communications, and clerical needs that keep the Reserve functioning smoothly.
• Provide professional, visitor-facing customer service, greeting and assisting the public, responding to inquiries, and ensuring that guests, clients, volunteers, and partner organizations receive accurate information and a positive experience.
• Coordinate scheduling and reservations for Padilla Bay’s conference rooms, meeting spaces, and Stevens Center facilities—including communication with users, tracking usage, arranging services, and producing reports that document utilization.
• Oversee reservations, communications, logistics, and invoicing for the Padilla Bay Guesthouse, coordinating housekeeping needs and ensuring timely responses to facility users.
• Support Padilla Bay’s purchasing operations by assisting with procurement coordination, tracking invoices, monitoring supply inventories, and following established fiscal procedures.
• Manage internal and external communications, including triaging calls and emails, processing mail, greeting visitors, and ensuring timely and accurate dissemination of information to staff and external partners.
• Maintain office filing systems and records—both digital and paper—ensuring compliance with agency retention requirements and supporting the program’s ability to respond to public records requests.
• Develop and refine administrative tools such as forms, policy documents, correspondence, and templates, applying strong writing, editing, and document-production skills to support staff and external communications.
• Maintain and update Padilla Bay’s website content, ensuring accuracy, usability, timely updates, and alignment with agency policies, branding, and accessibility standards.
• Coordinate meeting logistics for staff and the Director, using Outlook and other tools to schedule meetings, identify availability, and provide administrative support for onsite and offsite engagements.
• Provide periodic support in the interpretive center and gift shop, welcoming guests, answering questions,…