Location: all cities,WA, USA
Administrative Assistant 4 (AA4)
Full Time - Non Perm. 6 months
Tumwater, WA
Monthly Salary Range: $3,999 - $5,370
The Department of Corrections (DOC) is seeking a highly motivated and qualified individual for the position of Administrative Assistant 4 (AA4) at our Headquarters office in Tumwater, WA.
The Headquarters Health Services Unit supports the agencies mission through application and development of department policies regarding medical services designed to improve individual health and improve public safety and through the provision of services to incarcerated individuals and community supervised individuals across the continuum.
The Administrative Assistant 4 position acts as the principal assistant in administrative matters to the Substance Abuse Recovery Unit-Operations which provides treatment to over 7,000 incarcerated inmates or individuals on community supervision per annum. This position performs a variety of administrative/secretarial duties, support services, and complex projects and assignments such as establishing and ensuring accurate electronic or manual record keeping systems. This includes, but is not limited to, treatment and project management functions in support of the Administrator, contractor and other unit members - supports operations, interpret/explains applicable laws/ rules/ regulations/ policies/ procedures, recommends strategies for improving program/process efficiency, draft correspondence and exercise delegated signature authority on behalf of the SARU Administrator. Manage calendars/schedules, and act as alternate Public Disclosure Coordinator, Liaison to the Contracts Department, and the alternate LID Coordinator for the HQ SARU operations.
Application assessment will be ongoing, and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.
This recruitment could be used to fill multiple permanent or non-permanent positions.
Provide direct administrative support to the Substance Abuse Recovery Unit Administrator, unit staff, and unit/contract staff.
* Assists in the coordination and completion of a wide variety of special projects and initiatives that are assigned to or initiated by the SARU Administrator - Operations providing information needed for decision making. Will act as lead and/or assume sole responsibility in projects as assigned. Provides administrative support to program managers/specialist who report directly to the SARU Administrator including contract staff, program managers.
* Assists in the coordination and completion of a wide variety of special projects and initiatives that are assigned to or initiated by statewide SARU Administrator, providing information needed for decision making. Will as lead and/or assume sole responsibility in administrative projects as assigned.
* Ensures a smooth and consistent workflow and timely completion of tasks. Receives and screens phone calls using discretion when providing information. Exercises a level of knowledge, experience and familiarity of SARU program policy, statute, program details and practice while setting a professional and confidential tone for the Substance Use Disorder Treatment programs, Administrator and direct reports.
* Prioritizes the Administrators time to include meetings and appointments. Makes program related travel arrangements to include flight, rental car, etc. Electronically submits reimbursement and/or travel advances in the Travel Expense Management System (TEMS) for the SARU Administrator and statewide SARU staff. Monitors correspondence to ensure it is responded to by an appropriate staff in a timely manner, which includes drafting and or finalizing correspondence for appropriate signatures. Has delegated signature authority for the SARU Administrator and SARU staff. Independently identifies, completes and coordinates specialized, high-priority projects to include budgetary and or legislative reports. Investigates and researches, collects and develops data and information for the SARU Administrator.
* Develop information tracking methods and procedures to ensure that current project/program information is available.
* Independently research and investigate operating methods and procedures. Develop efficiencies whenever possible in administrative methods.
* Use independent judgement to make decisions and takes necessary action on administrative matters. Draft correspondence, manage, schedule/calendar, and exercise delegated signature authority on behalf of the SARU Administrator. Track and ensure completion of official correspondence.
* Represents and communicates on supervisor's behalf at meetings.
* Investigates and researches data and information for DOC managers and administrators related to budget, contracts and special projects.
* Acts as the single point of contact for correspondence for the SARU contract staff providing services in all prison facilities and work releases across Washington State. Distributes all correspondence to include local and state legislative changes, licensing requirements and contract service expectations. Acts as the single point of contact for 30 separate contracting agencies.
Required qualifications:
* High School Diploma or GED
* Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work. This experience must include demonstrated success in project management and developing efficiencies in office procedures.
* Intermediate level of proficiency in Outlook, Microsoft Word, Visio, and SharePoint, Microsoft Excel and PowerPoint.
Preferred/Desired Qualifications:
* Bachelor's degree in business/public administration, criminal justice, sociology, or closely related field from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) or a foreign equivalent.
* Experience working in state government as an Administrative Assistant 3 or higher. Experience working in a correctional setting.
* Mission: The mission of DOC is to improve public safety by positively changing lives.
* Our Vision: Working together for safer communities.
* Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.
* Our Core Values:
* Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
* Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
* People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
* Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
* Supporting people's success: Corrections is committed to our community - understanding individuals, instilling hope, embracing change, and providing opportunities.
Important Notes or Additional Information
* Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.
Please note: Phone number AND email address are required for all professional references.
* The mission of DOC is to improve public safety. For additional information about the agency, please visit doc.wa.gov.
* A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
* Employees may work directly with or in close proximity to incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
* We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws.
* Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
* Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
* Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days of the date of hire. When positive tests result, further information, testing and treatment may also be required. Employment is not contingent upon test results.
* If this position is included in a Union Shop, employees will be required to become members within thirty (30) days of employment.
* Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
* Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.
* DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form.
* DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
We are committed to hiring individuals who possess core diversity competencies:
Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.
* Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
* Respectfully acknowledge people's differences and recognize these differences as important and valuable.
* Promote inclusiveness.
* Be culturally sensitive and appropriate.
* Respect and value diverse backgrounds and traditions.
What We Offer:
As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:
* Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.
* Up to 25 paid vacations days a year
* 8 hours of paid sick leave per month
* 12 paid holidays a year
* Generous retirement plan
* Flex Spending Accounts
* Dependent Care Assistance
* Deferred Compensation and so much more!
DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.
For questions about this recruitment, or to request reasonable accommodation in the application process, please email ...@doc1.wa.gov or call at (509) ###-####.
For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-###-####.