Administrative Assistant 3 - INTERNAL - Lacey

Full Job Description

This is an INTERNAL recruitment, open to current, permanent WA State Department of Corrections (DOC) employees only.

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 community and our agency. If you have a passion for service - review, decide, and apply!

HOW TO APPLY
Select the 'Apply' button located at the top right corner of this posting. A complete application packet will include the following:

1. Online application. You must complete the online application, including the 'Work Experience' section. Your resume will not substitute for this requirement.
2. Cover letter. Regarding your interest in this position.
3. Resume. Detailed and chronological.
4. Three professional-level references. Current and recent supervisors are preferred with a valid phone number and email for each. Review the 'Supplement Information' section for the requirements and definition of. References are contacted after the interview process.

Applicants wishing to claim Veterans’ preference should attach a copy of your DD-214 (member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs.

Do not include any personally identifiable information within your application packet, such as personal photos, driver’s license, or social security number.Incomplete application packages or statements such as ‘see resume’ in lieu of the requested information may disqualify you from the process.

Requirements

• Maintain a supervisory file, set expectations and performance goals, and conduct probationary, trial service, and annual performance assessments for direct reports.
• Update position descriptions and develop performance development plans (PDPs).
• Identify training needs and train, cross-train, and coach appropriately.
• Perform corrective action and approve or deny requested leave.

Enter and retrieve information from various database systems (OMNI, Odyssey, OnBase, WATCH, SharePoint, JABS).

• Process court orders, close causes, transfer files in OMNI.
• Request batch reports and troubleshoot errors.
• Log court reports, copy, assemble, route, and distribute.

Monitor, audit, and assign offender caseloads for the unit.

• Receive new judgement and sentences from courts.
• Act as the Thurston County liaison for cause related correspondence from courts and local law enforcement agencies.
• Compile, assign, issue deadlines, and monitor the status/completion of projects assigned to unit staff.

Manage office budget and related business.

• Order, receive, and distribute office supplies, duty supplies/equipment, cell phones, business cards, janitorial, UA supplies, bus tickets and forms following established procedures while staying within budget guidelines via TRACKS or other ordering systems.
• Prepare A-19s, email scans, and other documents for monthly payments.

Community Corrections Supervisor support.

• Submit system access requests, personnel alert emails, and employee, vendor, and pre-employment criminal history requests.
• Verify office inventory via the Consolidated Assess Management System (CAMS) and process the movement of equipment and supplies to surplus.
• Act as liaison for repairs/service needs for office machines, building maintenance, IT needs, phone lines, utility accounts, and document destruction.

Other duties as required.

Qualifications

• High school diploma or GED equivalent.
• Three years of increasingly responsible experience in office/clerical, secretarial, or administrative work requiring keyboarding and/or typing.
• Professional experience directing, leading, and training others.
• Computer knowledge.
• Strong written and verbal communication skills.

The successful candidate will also meet the following skills and abilities of the position:

• Maintain regular and reliable attendance.
• Must respect and maintain confidentiality.
• Ability to file, use appropriate grammar, punctuation, and spelling.
• Ability to work with individuals of various backgrounds and personalities.
• Ability to assist individuals with various criminal backgrounds.

Desired Qualifications

• Database experience and intermediate knowledge of Microsoft Word, Outlook, Excel, and PowerPoint.
• Supervisory experience (paid experience evaluating, training, and correcting the work of others).
• Experience using court, law enforcement, and Washington Department of Corrections electronic databases such as OMNI, OnBase, JABS, Odyssey, NCIC/WACIC or similar.

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.

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.

Visit Mission & Vision | Washington State Department of Corrections for more information about our agency.

IMPORTANT NOTES

References: 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, include non-related professionals, such as educators or other professional associates.

Please include a minimum of three professional references with a valid email and phone number for each. Current and recent supervisors are preferred.

If you are entering your references in the online application, complete the following fields: First and Last name

Title (include their relationship to you, for example: Field Administrator, former supervisor)

Phone

Email

Address Line 1 (list the name of their organization)

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: We are not able to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

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.

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.

Pre-employment Drug Test: 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; applicants who test positive for any controlled substances may 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.

Salary is based on experience and is determined at the time an offer of employment is made. The salary listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.

Represented Position: This position is represented by the Washington Federation of State Employees (WFSE).

Note: This recruitment may be used to fill other (permanent or non-permanent) positions within 60 days after the listed position(s) have been filled.

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 a generous retirement plan and 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, in accordance with the CBA
• 8 hours of paid sick leave per month
• 12 paid holidays each year
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation
• Visit our benefits page to see more!

For questions about this recruitment, or to request reasonable accommodation in the application process, contact the assigned Talent Acquisition Recruiter at christine.salvador@doc1.wa.gov or (360) 522-6304. Make sure you refer to the 2026- requisition/job number located at the top of this posting.

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