Administrative Assistant 4
Administrative Assistant 4
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$ 3999 - 5370
1 Vacancy
Job Description
Description
**Note: This recruitment may be used to fill current and future nonpermanent and permanent vacancies that may occur. **
If you are excited to make a difference in the lives of others and join a team that works towards a meaningful purpose apply to be an Administrative Assistant 4at SCCC with the Department of Corrections (DOC).
Stafford Creek Corrections Centeris a 1936bed multicustody facility located five miles west of Aberdeen on the southern Washington Coast. There are seven living units for medium and minimum longterm custody Incarcerated Individuals and a restrictive housing unit for maximumcustodyIncarcerated Individuals.SCCC was Washington States first tobaccofree facility for both staff andIncarcerated Individuals.
Whether the work is inside a prison in community corrections or in an administrative office the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which allIncarcerated Individualscan learn to make choices that contribute to a safer society.AGENCY PROFILE:
For additional information about our agency please visit.Join our team to be part of an organization that is dedicated to offering opportunities for career advancement and personal growth! DOC offers:
- Flexible schedules
- Comprehensive compensation packages
- Benefits package
- Training and development opportunitiesto continue building your career with us.
Apply today to join our team and start making a real difference in your community!
Application ProcessBegin your application process online at:
- Click the green Apply button on the job posting and sign in or create an account.
- Complete your application.
- Please be sure to attach the following to your application:
- A cover letter outlining how you meet the qualifications for this position
- A detailed chronological resume
- A copy of your unofficial college transcript (if using college credits or degree to qualify for position) and
- At least 3 three professional references A professional reference is identified 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 nonrelated professionals such as educators or other professional associates.
- Click Accept & Submit to submit your application.
Incomplete application packages may disqualify an applicant from the application process.
We are looking for evidence in your application materials that you have the experience skills and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified and documentation may be required. The initial screening will be solely based on the contents and completeness of the application materials submitted.
Duties
We are looking for teammates who share our vision of public service committed to an equitable and inclusive culture that fosters and inspires excellence while promoting innovation engagement and safety leading to better outcomes for our incarcerated population our agency and our community.
Under the direction of the Superintendent at SCCC this position exercises independent judgement to perform high level confidential administrative functions of a complex nature as delegated by the Superintendent. This position maintains the confidentiality of all matters relative to the operation of a correctional facility which employs approximately 500 staff and houses 2000 adult incarcerated individuals and supports the mission of the agency to improve public safety by positively changing lives through direct administrative office management public relations and executive secretarial functions for the Superintendent. This position reports directly to the Superintendent is a member of the Extended Leadership Team and has supervisory responsibility for a Secretary Senior position.
As the Administrative Assistant 4 for the Superintendents Office some of your duties will include:
Confidential Administrative Support to the Appointing Authority.Provide administrative office management organize/direct workflow monitor/track issues and assignments provide status updates ensure critical issues are addressed timely and assignments are completed on time
Prepare correspondence for Superintendent including formatting transcription recording minutes composing/editing letters and exercising signature authority on administrative correspondenceArrange all travel/lodging prepare travel authorization and track expenditures for SuperintendentBack up support to Public Information/Public Disclosure/Legal Liaison operation
Maintain Superintendents calendar/schedule including coordination of meetings and appointments
Review screen prioritize and distribute incoming mail; review and identify critical correspondence for action approval and signature; remind assigned staff to respond to urgent communication or time sensitive deadlines
Provide and oversee public relations in Superintendents Office for a wide range of staff and visitors greet/screen calls disseminate information serve as liaison with staff members and direct staff/visitors to appropriate resources as needed
Establish organize. and maintain paper and electronic files/records manage all Superintendent archives per policy
Research/compile data prepare and/or edit routine and complex reports
Coordinate with other facility/departmental staff members on administrative practices and procedures
Utilize delegated authority to establish procedures and interpret and apply administrative policies to support the work of the Superintendents office
Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings representing the Superintendent
Direct prioritize and coordinate special projects as assigned by Superintendent
Exercise decisionmaking authority and use of good judgment in handling all matters on behalf of the Superintendent employing discretion and confidentiality at all times
Use delegated authority to approve purchases
Review agency and division financial/budget reports personnel reports and financial payments
Gather and organize project information prior to release; organize new or updated procedure to project completion; develop operational templates for use in tracking projects
Prepare background information necessary for meetings or correspondence
Coordinate arrangements for meetings; screen prioritize and distribute correspondence and facility documentation
Review and coordinate supervisory reviews of policies and write cohesive responses to request for reviewAssist employees with Requests for Defense and completion of Memo of Involvement; ensure employees are responding within the legal timeframes; and provide responses to request for information and public disclosuresServe as the facility Login ID Coordinator (LID)Maintain staff information included in OutlookMaintain facility distribution listProvide assistance and arrange for certifications for staff interpreters qualified forLimited English Proficiency LEP)
servicesQualifications
What we need (required qualifications):
- High School Diploma or equivalent
- Four years of progressively responsible experience in office secretarial bookkeeping accounting or general administrative work
*Note: Formal education and/or training in office or secretarial occupations bookkeeping or accounting will substitute year for year for up to one year of experience
Knowledge Skills and Abilities:
- Intermediate level of proficiency in Microsoft Word and Microsoft Outlook
- Basic level of proficiency in Excel and PowerPoint
- Developing level of proficiency in Microsoft SharePoint Visio and Teams
- Ability to maintain high level of professionalism personal and ethical conduct
- Proven ability to effectively communicate both verbally and in writing
- Be privy to confidential information and maintain confidentiality
- Demonstrated ability to work and make decisions independently
- Perform responsible administrative support work with dependability accuracy efficiency with little supervision
- Provide varied responsible secretarial and office administrative work requiring the use of tact and discretion
- Respond to and effectively prioritize multiple tasks phone calls customer requests and other miscellaneous demands as necessary for assigned responsibilities
- Understand and carry out oral and written directions
- Work closely with detailed information for extended periods of time
- Required to accomplish tasks with multiple interruptions each day
What will make your application stand out (preferred qualifications):
- Bachelors degree in business administration public administration or closely allied field. (Degree must be obtained from an accredited college or university whose accreditation is recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA) or foreign equivalent. AND two 2 years of administrative assistance experience
- Five 5 years experience in an upperlevel administrative support position with progressively responsible experience in office/clerical secretarial or general administrative work AND Supervisory experience 3 years experience supervising employees)
Knowledge Skills and Abilities:
- Advanced level of proficiency in Microsoft Word and Microsoft Outlook
- Intermediate level of proficiency in Excel and PowerPoint
- Intermediate level of proficiency in Microsoft SharePoint Visio and Teams
- Ability to identify available resources and conduct thorough and extensive research track and follow timelines
- Ability to establish and maintain cooperative working relationships
- Demonstrated ability to build and maintain effective internal and external working relationships
- Demonstrated competence and applied professionalism to speak on behalf of the Senior Management
- Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
- Ability to lead others gain cooperation and build/maintain trust
- Demonstrated time and project management skills
Special Requirements/Conditions of Employment:
- Maintain regular and reliable attendance
- Complete a felony disclosure form prior to employment and submit to a criminal background check
- Successfully complete within mandated timeframes employee orientation and all other mandatory annual inservice and other required training
- Provide physical residential address and home telephone number to the Department of Corrections
- Become familiar and comply with all Department policies and procedures and Collective Bargaining Agreements as applicable
- Submit to drug testing in accordance with Collective Bargaining Agreement and agency policy
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.
IMPORTANT NOTES:
- 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 nonrelated professionals such as educators or other professional associates.
**Please note: 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 hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the position.
- Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
- We are committed to maintaining a drug and alcoholfree work environment and our employees are expected to comply with all state and federal laws. A preemployment drug test may be administered as part of the selection process and 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 selfdefense and/or deescalation. 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 from the date of hire. When positive tests result further information testing and treatment will also be required. Employment is not contingent upon test results.
- Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from and. Until this documentation is provided you will not be selected to move forward in the hiring process.
- DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I9. 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. does not use EVerify; therefore we are not eligible to extend STEMOptional Practice Training (OPT). For information please visit.
- 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 nonrelated professionals such as educators or other professional associates.
Telework Details
This position may be allocated for telework. Work 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 time. Employees are expected to perform assigned duties in a safe manner to take proper care all stateissued equipment and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires to potentially include components of the onboarding process. Some 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 worklife 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:
- Remote/telework/flexible schedules (depending on position)
- 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!
For questions about this recruitment or to request reasonable accommodation in the application process please email or call us at. For TTY service please call the Washington Relay Service at 711 or.
Employment Type
Full-Time
