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Permit Fee and Records Specialist (Fiscal Specialist 1)

Company: State of Washington
Location: Olympia
Posted on: June 6, 2021

Job Description:

Keeping Washington Clean and Evergreen

The Water Quality Program within the Department of Ecology is looking to fill a Fiscal Specialist 1. This position is located in our Headquarters Office in Lacey, WA.

In this position, you'll use your customer service skills and attention to detail to make sure that our database and paper records files have current and accurate permit information. You'll work with Water Quality staff to create complete permit coverage files, enter new stormwater permit coverages into our fee billing system and generate invoices to permittees, compare our permit database to the billing system to make sure information is accurate, manage a high volume of permit records and fee related emails, and respond to records requests.

The mission of the Water Quality Program is to protect and restore Washington's waters to support healthy watersheds and communities. Our work ensures state waters can support beneficial uses including recreational and business activities, supplies for clean drinking water, and the protection of fish, shellfish, wildlife, and public health. 

Protecting Washington State's environment for current and future generations is what we do every day at Ecology. We are a culture that is invested in making a difference. Join a team that is highly effective, collaborative, with leadership who embrace the value of people.

Ecology cares deeply about employee wellness; we go beyond traditional benefits, proudly offering:

  • A healthy life/work balance by offering flexible schedules and telework options for most positions
  • An Infant at Work Program that is based on the long-term health values of infant-parent bonding  and breastfeeding newborns
  • Continuous growth and development opportunities 
  • A wellness program that offers education, and fitness classes; an agency-wide fondness for outdoor meetings
  • Opportunities to serve your community and make an impact through meaningful work
  • A commitment to diversity, equity, inclusion, and respect and leadership who encourage all employees to bring their authentic selves to work

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 candidates from all backgrounds are encouraged to apply.


During Stay Home, Stay Healthy, staff are working a combination of in-office and/or telework based on position and business need. This position is expected to be in the office at least two days a week, based on business need. Ecology is maintaining less than maximum building occupancy, and requiring masks, health screening questions before entry, and social distancing.  

Application timeline: This position will remain open until filled, with an initial screening date of May 28, 2021.  In order to be considered for initial screening, please submit an application on or before May 27, 2021. The agency reserves the right to make an appointment any time after the initial screening date.


What you'll do:

  • Process new permit coverages and manage permit-related records
  • Create permit files and review hard copy permit records for accuracy and completeness.
  • Add new stormwater permit coverage information into our fee billing system, generate invoices, and send them to permittees.
  • Help manage, coordinate and respond to the high volume of emails received in the Fee Unit Resource Mailbox.

  • Ensure permit information is consistent with billing information
  • Review permit fee records, research discrepancies, and make changes, as needed.
  • Prepare audit reports of discrepancies between the permit database and fee billing system, make necessary corrections, and forward complex issues to Ecology staff to resolve. 
  • Perform quality review check to ensure annual fee information from driver forms is input accurately in our fee billing system.

  • Manage the Fee Unit's documents and records for organization and retention requirements, and respond to public records requests.

What makes this role unique?

  • You will work with every type of the roughly 7,000 permits the Water Quality Program issues: general permits such as Construction and Industrial Stormwater, Boatyard, Winery, and individual permits such as those issued to nuclear sites, and sites creating and using innovative technology.
  • You will be an essential part of a small team and a valuable contributor to our team's mission. This position is a good starting place to learn about water quality regulatory processes, and is a great launching place for future growth opportunities.
  • The work on this team is fast and dynamic, with constant change. We are continually seeking to improve our processes, and working to identify and implement efficiencies.

Required Qualifications:

Experience for both required and desired qualifications can be gained through various combinations of formal professional employment, educational, volunteer and lived-experience. See below for how you may qualify.

  • Demonstrated ability for attention to detail and effective organizational skills 

  • Three (3) years of education and/ or experience:

Education: college-level coursework in accounting, finance, business administration, industrial engineering, or related field

Experience: in record keeping, database management, or customer relations

Experience may include a combination of the following:

  • Managing regulatory, customer, employee, or financial records
  • Working with large datasets
  • Auditing records for discrepancies and recommending or making corrections as needed
  • Responding to a high volume of service transactions or customer inquiries

All experience and education combinations that meet the requirements for this position:

Possible CombinationsCollege credit hours or degreeYears of required experienceCombination 1No college credit hours or degree3 years of experienceCombination 230-59 semester or 45-89 quarter credits2 years of experienceCombination 360-89 semester or 90-134 quarter credits (AA degree)1 year of experienceCombination 490-119 semester or 135-179 quarter creditsNo experienceCombination 5 A Bachelor's Degree or aboveNo experience

Desired Qualifications:

We highly encourage you to apply even if you do not have some (or all) of the desired experience below.

  • Experience managing regulatory documents, specifically permit records and permit-related databases. 
  • Intermediate experience using Microsoft Office (Word, Outlook, Excel).

Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.

Need an Accommodation in the application and/or screening process or this job announcement in an alternative format?

  • Please call: (360) 407-6186 or email: careers@ecy.wa.gov and we will be happy to assist.
  • If you are deaf or hard of hearing you can reach the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
  • If you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile's main page.
  • If you are reading this announcement in print format, please enter the following URL to your search engine to apply: https://ecology.wa.gov/About-us/Get-to-know-us/Jobs-at-Ecology.   

Application Instructions:

It's in the applicant's best interest to submit all of the documents listed below. Applications without these documents may be declined.

  • A cover letter describing why you are interested in this position
  • A resume outlining your experience and education (if applicable) as it relates to the minimum qualifications of this position

Please to do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.  


For Your Privacy:

When attaching documents to your application (Resume, Cover Letter, Transcripts, DD-214, etc.):

  • Please be sure to remove private information such as your social security number, date of birth, etc. 
  • Do not attach documents that are password protected, as these documents may not be reviewed and may cause errors within your application when downloaded. 

Additional Application Instructions for Current Ecology Employees: 


Please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources.

Application Attestation: 

The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed. 

Other Information:

If  you have specific questions about the position, please email Rebecca Pittman at Rebecca.Pittman@ecy.wa.gov. Please do not contact Rebecca to inquire about the status of your application.


To request the full position description: email careers@ecy.wa.gov

Why work for Ecology?

As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability.

Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment. A career in public service 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.

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, Combined Fund Drive, SmartHealth *See the Benefits tab in this announcement for more information 

Student debt: how working for Ecology can help

The Department of Ecology is a qualifying employer for the Public Service Forgiveness Program (PSLF). See https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.

To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.

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

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. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

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. 

Keywords: State of Washington, Olympia , Permit Fee and Records Specialist (Fiscal Specialist 1), Other , Olympia, Washington

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