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 for the Comprehensive Case Management - Classification Division, located at DOC Headquarters in Tumwater, WA.



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 classification process provides for graduated release through a systematic decrease in supervision and corresponding increase in incarcerated individual responsibility and reentry into the community through an individual’s participation in work, education, treatment, and other evidence-based programs.

Classification is the management tool used to assign incarcerated individuals to the least restrictive custody designation that addresses programming and other needs while providing for the safety of staff, other incarcerated individuals, and the community.

This position provides office support to the Headquarters Classification Unit’s Correctional Program Managers, Corrections Specialists, and various other DOC units to ensure the accurate and timely classification review and processing of the state’s incarcerated population.

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.

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

HOW TO APPLY
Complete the online application accessible via the 'Apply' button located at the top right corner of this posting and attach the following required documents:

1. Cover letter regarding your interest in this position.
2. Detailed chronologicalresume. Your resume will not substitute for the 'Work Experience' section of the online application.
3. Include at least three professional-level references with valid phone number and email for each.

For more information or questions about this opportunity, please email Alaina Olson at alaina.olson@DOC1.WA.GOV or call 360-974-9706.

Requirements

Provide secretarial support to Classification unit CS4 staff and committee chairs

Tasks include:

•Screen OMNI work boxes; screen Outlook inboxes.

• Create agendas using the appropriate database tools; create necessary tracking documents for committees.

• Provide agendas to the committee chair in advance of meetings and make requested/necessary changes; send the final agenda to all committee participants.

Answer telephones and Maintain Email Correspondence

Tasks include:

• Answer the main Classification line, responding to inquiries regarding classification procedures and processes; screening calls to the Chief and other staff regarding routine classification matters such as custody level, facility placement, transfer requests, and out-of-state placements; document conversations in OMNI.

• Maintain Classification Unit email box, responding to inquiries regarding classification procedures and processes; screening calls to the Chief and other staff regarding routine classification matters such as custody level, facility placement, transfer requests, and out-of-state placements; document conversations in OMNI and in tracking database.

• Maintain Separations Review Email Box, responding to stakeholders of the FASSAP Committee to include gathering submitted information and creating weekly agendas and/or redirecting requests to the appropriate department.

• Maintain Single Cell Committee Email Box, responding to stakeholders of the Single Cell Committee to include gathering submitted information and creating weekly agendas and/or redirecting requests to the appropriate department. Inform stakeholders of committee decisions and document in OMNI.

• Monitor GOV QA for the unit daily, responding to Correspondence Unit as assigned.

Perform data entry and indexing.

Tasks include:

• Inform stakeholders of committee decisions and document in OMNI.

• Assist with closing Custody Facility Plans, build transfer orders, and create chronological entries as needed.

• Enter committee decisions into tracking databases as needed.

• Scan and index hard copy decision forms into OnBase as needed.

Attend Classification meetings.

Tasks include:

• Schedule and coordinate committee meeting spaces and participants.
• Attend committee meetings. Navigate OMNI and other databases as needed.
• Act as notetaker, documenting attendees and decisions. Attend meetings on behalf of supervisor; represent supervisor in supervisor’s absence.

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.