Administrative Assistant 1

Full Job Description

Administrative Assistant 1

Full Time | Non-Permanent

Salary Range: $3,936 - $5,213 Monthly

This is a telework/hybrid position. The candidate of choice may work from anywhere within the state of Washington with a reliable internet connection. Travel may be required.

This position is represented by the Teamsters 117 bargaining unit.

Are you a detail-oriented professional who values discretion, collaboration, and meaningful public service? Join our Staff Psychology team as an Administrative Assistant 1, directly supporting the well-being and effectiveness of those who serve the Washington State Department of Corrections!

Within the Employee and Organizational Support Division, the Staff Psychology Program plays a critical role in fostering a healthy and resilient workforce by providing confidential consultation to employees, conflict management and mediation services, team-building support, supervisory and career coaching, crisis intervention, and psychological evaluations for correctional officer candidates.

This position provides official and confidential administrative and program support to the Staff Psychologist Administrator, Staff Psychologists, the Resilience Support Team Program Specialist, and the Resilience Support Team.

Serving as a central point of coordination, you will manage sensitive information with discretion, ensure efficient program operations, and help maintain the integrity and responsiveness of services that directly contribute to employee wellness and organizational effectiveness.

The ideal candidate brings an interest in or experience supporting work in industrial and organizational psychology and research, along with a strong understanding of professional boundaries and confidentiality requirements.

Familiarity with the Health Insurance Portability and Accountability Act (HIPAA) and other applicable federal and state laws and statutes is essential to ensure compliance and the secure handling of protected information.

This is an opportunity to contribute behind the scenes to a program that strengthens resilience, supports employees through challenging circumstances, and advances the agency’s mission to improve public safety through a supported and thriving workforce!

A completed application packet will include:

Requirements

We are looking for teammates who share our vision of public service and are 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.

As an Administrative Assistant 1, some of your duties will include:

• Providing direct support to the Staff Psychologist Administrator which could include:
  • Generating reports for the Staff Psychologist Administrator; compile testing reports and data for Manager review
  • Assisting with scheduling of appointments, trainings, and meetings for manager
  • Assisting in coordination of staff psychologists; draft office correspondence as assigned
  • Assisting in booking and coordinating travel arrangements and forms for Manager
  • Setting up, coordinating and preparing materials for Staff Psychology Quarterly meetings as assigned by Manager
  • Maintaining a professional presence and office space
  • Maintaining confidentiality
• Providing support for the psychological evaluation process statewide and RST program statewide to include:
  • Maintaining spreadsheets including compiling and computing statistics for research and other purposes as assigned
  • Coordinating and setting up live video conference interviews
  • Downloading, uploading and filing confidential medical electronic reports and testing
  • Copying and updating forms as needed
  • Facilitating scoring of psychological tests
• Providing support to Staff Psychology Program statewide
• Preparing, maintaining, and archiving reports and records
• Other duties as assigned

Qualifications

What we need (required qualifications):

• High school diploma or GED
• Minimum of two (2) years increasingly responsible office experience requiring keyboarding or typing.
• Familiarity with Microsoft Office Suite (including Excel, Word, PowerPoint, and Publisher)
• Familiarity with basic operation of copier/scanner/fax machines
• Strong interpersonal, communication, organizational, and task flexibility skills required

What will make your application stand out (preferred qualifications):

• Ability to type a minimum of 40 wpm
• Intermediate or Advanced word processing and spreadsheet skills
• Familiarity with Adobe Acrobat
• Experience with Scantron machines, SharePoint applications, and basic website design is preferred
• Familiarity with the Health Insurance Portability and Accountability Act (HIPPA), and other applicable federal and state laws/statues
• Interest in or experience working on a team in the field of industrial and organizational psychology and research

Additional 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.

Our Core Values:

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.

If authorized for the role, 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 of 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 vacation 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 mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.