Job details
Salary $3,616 - $4,738 a month
Full job description
Description
Administrative assistant 4 - non-permanent community corrections division tacoma - section 4
This internal recruitment is for current permanent washington state department of corrections employees onlyNote: the hiring freeze for the community corrections division is still in affect, we are posting this recruitment to meet agency and division needs.
The mission of washington state department of corrections (doc) is to improve public safety by positively changing lives.
We are looking to internally fill a non-permanent administrative assistant 4 position within the community corrections divisionThis position works for section 4 in tacoma, waThis non-permanent position will last at least three months.
You will support the field administrator in their collaboration with criminal justice partners, focusing on staff and community safety while holding offenders accountable by administering effective reentry programs and when needed, administering criminal sanctions.
Your complete application packet will include:
Completed online application and profile accessible via the `apply` button located at the top right corner of this posting.
Cover letter regarding your interest for this position.
Detailed chronological resume.
And within your online application, include at least three professional references with phone numbers and an email address for eachDefinition of “professional references” is listed below in supplemental information.
Covid 19 vaccination requirement - review the supplement information section below regarding the state’s vaccination requirements.
Incomplete application packages may disqualify you from the process.
Duties
Provide primary confidential administrative support and consultation for the southwest region - section 4 field administrator; and when confidentiality is an issue, for 11 field unit supervisorsSome duties will include:
Use delegated authority to coordinate, assign, instruct, track, research, review, correct, follow-up and compile various and complex administrative functions, surveys, projects, and reports.
Have frequent and on-going contact with supervisory staff, often coordinating activities, events and functions in accordance with assignment from the field administrator.
Schedule, coordinate and record various staff meetings including monthly supervisory/field administrator meetings, following up on action items.
Schedule, coordinate and confirm meetings that the field administrator requests with local law enforcement, county officials, and local state representatives and senators.
Act as the office liaison between the field administrator and/or for those seeking and providing information and authoritySome duties will include:
Research and draft responses for correspondence from offenders, their families, other agencies, and/or citizens of washington state for the field administrator’s, deputy secretary’s, secretary’s, or governor’s signature.
Respond on behalf of the field administrator to internal (e.gBudget, hr) and external (e.gOther correctional departments, media, citizens, etc.) requests for information.
Track staff changes in tracking data base, update email distribution lists, contact lists, and phone rosters.
Interact with personnel of other law enforcement agencies, and city/county representatives.
Exercise judgment in researching and answering incoming questions and concerns to be consistent with objectives and policies of the department of corrections (doc) and field administrator requiring a familiarity with operations and personnel.
Legal liaison officer – work with the attorney general’s office regarding tort claims, lawsuits, and litigation hold noticesGather information for attorney general’s office on cases that are filed against the department.
Public disclosure – provide information to the public disclosure unit regarding information requestedType and distribute “re-direct” letters regarding public disclosure requests that are sent to field offices.
Other duties as assigned.
Qualifications
Required qualifications
High school graduate or equivalent.
Five years of experience in upper-level administrative support position with progressively responsible experience in office/clerical, secretarial, or general administrative work.
Preferred/desired qualifications
Ability to lead others, gain cooperation, build/maintain trust.
Possess in depth knowledge of doc, its policies, programs, operational structure, current agency initiatives, to include legislation.
Have the ability to conduct thorough and extensive research knowledge of resources available and where/how to access them.
Demonstrate ability to effectively communicate in writing and verbally.
Demonstrate competence and applied professionalism to speak on behalf of the field administrator.
Demonstrate ability to analyze and solve problems under highly stressful or adverse situations, and strive for development of best practices.
Have the ability to assess program performance from customer viewpoint, maintain communication with customers to determine if needs are being met.
Have the ability to utilize active listening skills and critical thinking to assess problems and arrive at viable solutions.
Have effective time and project management skills.
Have the ability to use microsoft word, excel, powerpoint, and web-based applications to independently draft formal documents for others’ review and signature.
Have a proven ability to maintain confidentiality of information.
Demonstrate the ability to work and make decisions independently.
Have working knowledge of records retention schedule use.
Supplemental information
Vision: working together for safer communities.
Mission: improving public safety by positively changing lives.
Our commitment: to operate a safe and humane corrections system and partner with others to transform lives for a better washington.
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.
Covid 19 vaccination requirement
Pursuant to emergency proclamation 21-14, all washington state executive branch employees, on-site contractors, and volunteers must be fully vaccinated against covid-19 by october 18th, 2021As a condition of employment, the successful candidate will be required to provide proof of their covid-19 vaccination as part of the hire process for all positions within our agencyIf you have questions about this requirement, contact the recruiter listed in the supplemental information section at the end of the job announcement.
Important notes:
Include a minimum of three professional references with your applicationA 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 competenciesIf you do not have any or sufficient professional references, include non-related professionals, such as educators or other professional associatesNote: phone number and email address are required for all professional references.
A background check including criminal record history will be conducted prior to a new hireInformation 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 near offenders or incarcerated individuals in a potentially hazardous settingConsider 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 lawsA pre-employment drug test may be administered as part of the selection process; applicants who test positive for any controlled substances, will be disqualified from consideration.
Oleoresin capsicum (oc) is an aerosol pepper spray made available as a means of self-defense and/or de-escalationApplicants with 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 employeesThe successful candidate may be required to provide valid proof of a baseline tb skin test within 60 days from the date of hireWhen positive tests result, further information, testing and treatment will also be requiredEmployment is not contingent upon test results.
Telework details
This position may be allocated for telework on an as needed basisWork may be performed from your home or another offsite location within the state of washington using a reliable internet or cellular hotspot service at that timeEmployees are expected to perform assigned duties in a safe manner; to take proper care all state-issued equipment; and maintain confidentiality of all information in possession while working offsiteEmployees will be required to commute to a department of corrections facility or field office as business requires, to potentially include components of the onboarding processSome offices will have a “drop in” area available, however, a dedicated workspace within a doc facility will not be provided.
What we offer:
As an employee of the department of corrections, your work-life integration is a priorityWashington state employees are offered one of the most inclusive and competitive benefits packages in the nationBesides comprehensive family insurance for medical, dental, and vision, these perks also may include:
Remote/telework/flexible schedules (depending on position)
Up to 25 paid vacations days a year
8 hours of paid sick leave per month
11 paid holidays a year (12 in 2022 for juneteenth)
Generous retirement plan
Flex spending accounts
Dependent care assistance
Deferred compensation and so much more!
For questions about this recruitment, or to request reasonable accommodation in the application process, contact the assigned talent acquisition recruiter at christine.salvador@doc1.wa.gov or (360) 522-6304For tty service, please call the washington relay service at 7-1-1 or 1-800-833-6388.
