Administrative Assistant 1 - SCCC

Full Job Description

Administrative Assistant 1
Full-Time Permanent
Salary Range: $3,936-$5,213 Monthly
Stafford Creek Corrections Center (SCCC)
Aberdeen, WA

The Department of Corrections is seeking a highly motivated and qualified individuals for the position of Administrative Assistant 1 at the Stafford Creek Corrections Center in Aberdeen, Washington.

**Note: This recruitment may be used to fill current and future non-permanent 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 1 at SCCC with the Department of Corrections (DOC).

Stafford Creek Corrections Center is a 1,936-bed multi-custody facility located five miles west of Aberdeen, on the southern Washington Coast.

There are seven living units for medium and minimum long-term custody Incarcerated Individuals and a restrictive housing unit for maximum-custody Incarcerated Individuals.

SCCC was Washington State's first tobacco-free facility for both staff and Incarcerated 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 all Incarcerated Individuals can learn to make choices that contribute to a safer society.

AGENCY PROFILE:
For additional information about our agency, please visit doc.wa.gov.

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 opportunities to continue building your career with us.

Apply today to join our team and start making a real difference in your community!

Application Process

Begin your application process online at www.careers.wa.gov:

• 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 non-related 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.

  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.

  
  

  Requirements

  Provides confidential administrative, secretarial and office management functions for the Correctional Program Manager.

  Performs complex secretarial duties such as independently prioritizing work, compiling reports studies, applications, and developing, modifying, and/or maintaining data base management, office record keeping, or filing system(s).

  Independent performance of complex secretarial assignments and projects requires substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.

• Establishes office procedures, standards, and priorities. Coordinates office operations. Have frequent contact with staff members from other departments. Assist others by providing work guidance or direction but does not assign, instruct, and check the work of others on a regular and ongoing basis.
• Screen, sort, and distribute correspondence and phone calls to the appropriate staff.
• independently research and compile statistical data for preparation of reports and special projects.
• Draft correspondence for review and approval ensuring content is in compliance with polices/procedures.
• Oversee and organize all information and documentation for the facilities ADA Program on behalf of the ADA Coordinator
• Process requests; track new, current, and expired accommodations; provide and replace accommodation items that are provided.
• Tracks and verifies that all ITJS's are updated/completed within policy guideline requirements.
• Tracks Education Program Applications, Outside Work Crew screenings, Access Assistant Applications, Marriage Packets, Separation/Prohibited placements, mandatory savings requests and other tasks critical to the Correctional Program Manager.

Meeting goals; problem solving; establishing office procedures; following processes.

• Initiates action to ensure work unit and/or office goals are met. Uses independent judgment to accomplish assignments or solve problems.
• Resolves problems and responds to inquiries regarding procedures and services.
• Responsible for developing new work methods, procedures, or strategies, or modifying existing work methods, procedures, and strategies to solve new or unusual problems.
• Establishes office procedures, standards, and priorities.
• Establishes or revises electronic or manual files.

Basic office secretarial duties.

• Screens, prioritizes and distributes mail. Formats transcription from rough draft. Maintains records of Incoming and outgoing correspondence and documents and follows LIQ on work in progress.
• Proofreads material making corrections for sentence structure, spelling, grammar, and punctuation.
• Composes and/or keyboard/type letters, acknowledgments, notifications, confidential and sensitive materials, etc.
• Evaluates costs for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects.
• Assist with documents regarding visitation to include yearly Extended Family Visitation, regular visitation schedules and special visit tracking and scheduling.
• Respond via Prisons kiosk mailbox to Incarcerated Individuals for information, questions, comments and concerns. Inventory and maintain donated clothing in storage closet to include tracking of release backpacks on a monthly basis.
• Attend meetings, take and transcribe meeting minutes; attends project development meetings with or for Correctional Program Manager (CPM} upon request.
• Tracks all deadlines ensuring the CPM remains withing policy driven timeframes.
• Prioritizes work compiling reports, maintaining databases, office record keeping and filing systems.
• Tracks, submits and answers kiosks all work required by ADA) as well as tracks and maintains a spreadsheet for incoming transport job screenings, Education Program Applications, Outside Work Crew screenings, Access Assistant Applications, Marriage Packets, Separation/Prohibited placements, mandatory savings requests and other tasks critical to the Correctional Program Manager.

Maintaining databases, spreadsheets, using Microsoft Office software; updating/maintaining Policy and Operational Memorandums

• Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading/downloading, creating footnotes and outlines and creating templates.
• Uses spreadsheet and database software like (Access, Excel, PowerPoint, Publisher, Word) to develop and maintain records. Prepares spreadsheets involving the development of formulas and graphs.
• Combines files to create reports. Uses graphics software and recommends appropriate
• display of information.
• Performs electronic mail tasks.
• Assist in reviewing, creating or Updating Operational Memorandums to ensure adherence Policies.

Qualifications

Required qualifications:

• High School graduation or equivalent
• Two (2) years of increasingly responsible office experience requiring keyboarding or typing

Knowledge, skills and abilities:

• Proficient computer skills using Microsoft Office software (Outlook, Word, Excel, Teams, SharePoint) or similar software
• Demonstrated ability to maintain confidentiality and professional integrity in work unit or office
• Demonstrated ability to write clearly, factually, concisely and grammatically correct

Demonstrated ability to prioritize and complete tasks in accordance with established timelines, rules, policies and/or procedures.

Preferred/Desired Qualifications:

• Two (2) year or more years of experience communicating verbally and in written correspondence, with incarcerated individuals, co-workers, the public, and/or external agencies
• One (1) or more years independently performing complex secretarial assignments and projects requiring substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.
• One (1) or more years of experience drafting professional correspondence.

Additional Information

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:

• This recruitment may be utilized to fill more than one position.

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.

• 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 near 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.

A pre-employment 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 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 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 www.wes.org and www.aice-eval.org. 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 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.

https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

• 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.

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 state-issued 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 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:

• 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!

PERS: State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email docsccchr@doc1.wa.gov or call us at 360-537-2203. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.