ADMINISTRATIVE ASSISTANT 1

Full Job Description

The Department of Corrections (DOC) is seeking a highly motivated and qualified individual for the position of Administrative Assistant 1 at Washington State Penitentiary (WSP), located in Walla Walla, WA.


The Washington State Penitentiary is staffed 24-hours a day, 7 days a week.

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 offenders can learn to make choices that contribute to a safer society.

The Department of Corrections (DOC), as a partner in the criminal justice system, enhances public safety, administers criminal sanctions and programs in accordance with the law and provides leadership for the future of corrections in Washington State.

The Washington State Penitentiary (WSP) is comprised of 4 Close Custody Units, 3 Special Housing Units, 2 Intensive Management Units, 2 Medium Units, 3 Minimum Housing Units and a Hospital. In all, WSP houses approximately 2,328 offenders and employs approximately 1,100 staff.

DOC is an organization that respects individuals for their unique qualities and strives to create a safe environment for individual uniqueness.

A completed application packet will include:

• A detailed resume
• A cover letter regarding your interest for this position with our agency
• Three professional references

Requirements

This position supports the organization's mission by providing administrative and technical support to supervisors or staff members, aiding and relieving the supervisor or staff members in their daily administrative tasks, performing duties that require independent planning, organization, and prioritization of work, or performs work which is directly delegated from a professional level position.

Positions require knowledge of organizational objectives.

Duties include greeting visitors, scheduling appointments and meetings, answering phones and emails, coordinating office operations, monitoring budget status, purchasing supplies, developing travel itineraries, taking notes during meetings, creating correspondences, compiling various reports and data, and maintaining databases, filing systems, and office records, and establishing office procedures, standards, priorities, and deadlines.

Positions in this series frequently interact with clients, the public, staff from other departments, students, and faculty.

Administrative duties and tasks related to the organization, communication and coordination of work for the Plant Managers in the Maintenance Department.

Tasks include:

•Maintain departmental Order Tracking Database to ensure appropriate flow of supplies to department shops, produce accurate receiving reports for accounting on products received, coordinate with WSP Supply Tech’s the payment for services or materials received and confirm actual delivery with shop supervisors.

Tracking of pending, partial and complete orders and working closely with WSP Receiving department.

•Communicate and work closely with DOC Accounts Payable to assure invoices are paid in a timely manner.

Research current and archived Purchase Orders as requested to assure proper payment of materials and resolve any discrepancies with vendor representatives and WSP Supply Tech’s.

Follow procedure and use DOC order notification completion system on electronic mail.

•Assist in monitoring budget of fiscal records. Identify problems and initiate corrections, assist in development of departmental budget, maintain records of documents and follow-up on major approved projects in progress.

•Answer and direct trouble calls accordingly.

•Tend to office needs such as office supplies, copying toner and paper, shred bin,

•Serve as intermediary between WSP staff and Engineer supervisors for call in’s, concerns or issues on trouble calls.

•Ensure janitorial workers are keeping the office clean and tidy.

Provide back up to the AA3 in case of absence for meetings or out of the office for the entire day.

Tasks include:

•Updating of Policy and Operational Memorandums to ensure accuracy as processed through WSP Superintendent’s Office as well as annual audits.

•Forward emails to Facility Manager and Plant Managers as needed.

•Assign fiscal codes to facilitate proper financial management of funds as per Fiscal Management Office.

•Attend and provide clerical support to managerial meetings and confidential matters with Facility Manager, Plant Managers and/or Associate Superintendent.

•Calculation of monthly inmate payroll when payroll deadline occurs and communicate with inmate payroll office.

•Assist in budget matters as requested by Facility Manager or Plant Managers.

•Reviews the work of professional staff to ensure that input/output is in conformance with laws, rules, policies, procedures and standards.

•Explains and interprets rules, policies, and operating procedures.

•Schedule meetings, classes, and appointments.

•Coordinates the supervisor's and staff members' work commitments.

•Coordinates work of unit with that of other areas; establishes and maintains schedules and priorities; requests for approval for exceptions and special processing.

•Provides administrative support to supervisor; coordinates office operations; keeps supervisor’s calendar; makes travel arrangements; screens, prioritizes, and distributes mail; transcribes minutes, screens calls and visitors.

•Answers phones, receive and assist visitors, and respond to inquiries, questions and correspondence on departmental procedures and services.

•Keeps supervisor informed of significant and important items requiring their review or action; obtains information from staff members, relays assignments, calls attention to deadlines, and obtains progress reports; maintains frequent contacts for supervisor with public and private executives.

•Drafts correspondence, statistical memoranda and reports; assembles and summarizes information and data for use by supervisor.

•Receives and screens public by telephone and in person; makes appointments; arranges for transportation and accommodations.

•Reads and distributes incoming mail; reviews and retains more important various correspondence for own or supervisor's attention and routes to appropriate employees.

•Proofreads outgoing mail prepared by others for form, content, and agreement with policies.

•Sets up and maintains files of correspondence and records.

•Prepares agenda for meetings; notifies attendees; attends meetings, takes notes, and prepares minutes.

•Performs portions of professional level assignments, working with professionals requiring knowledge of programs.

•May assist in the preparation of budget estimates from historical data and planning information.

•Represents supervisor at meetings; speaks on administrative and/or policy matters.

Purchasing, Inventory, Tracking, Data Entry, and Office Duties.

Tasks include:

•Generate equipment and supply orders for Engineering Department Shops using PRE-ESR form.

•Maintain the Order Tracking Database and ensure proper ordering, track and shipment, as well as invoice and payment of all materials and supplies needed to maintain facility through scheduled maintenance and emergency supply orders.

•Creating PR’s through the DOC TRACKS system, forwarding requests for approval through chain of command, tracking progress to obtain a purchase order, contacting the vendor or supplier once a purchase order is assigned to assure the materials are ordered and shipped in a timely manner.

Resending purchase orders and quotes as needed to assure proper delivery electronically/scan.

Qualifications

Required:

High school diploma or GED equivalent

AND

Two (2) years of increasingly responsible office experience requiring keyboarding or typing.

Desired/Preferred:

Ability to work independently, as well as part of a team.

Coordinates with others inside or outside the organization to share information, makes decisions, arranges for services or other assistance, and/or implements solutions to problems or complaints.

Relays messages and instructions from supervisor(s) to others in a timely and professional manner. Demonstrates skills in communicating clearly, accurately and concisely.

Demonstrates the ability to organize and prioritize.

Uses positive and professional interpersonal and communication skills.Knowledge and experience with Microsoft Office software Outlook, Word, Excel and Access.

Additional Information Supplemental Information:For additional information about the agency, please visit doc.wa.gov.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 non-related professionals, such as educators or other professional associates.

**Please note: Phone number AND email address are required for all professional references.Answers to supplemental questions must be verifiable with provided work history.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.Telework DetailsThis is an onsite position and not allocated for telework.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 year8 hours of paid sick leave per month12 paid holidays a yearGenerous retirement planFlex Spending AccountsDependent Care AssistanceDeferred Compensation and so much more!*The 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 on the first day of employment.For questions about this recruitment, or to request reasonable accommodation in the application process, please email ctcooper@doc1.wa.gov.

For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.