Summary

This job is for an administrative assistant who helps health services teams support people leaving prison by handling paperwork, scheduling, and data tracking to improve their health and reduce repeat offenses.

It involves working with social workers, nurses, and other staff to manage meetings, records, and reports for a special Medicaid project.

A good fit would be someone organized, detail-oriented, and comfortable with confidential information in a supportive government role.

Key Requirements

Provide secretarial support including drafting correspondence, taking minutes, and proofreading documents
Schedule meetings, reserve rooms, and manage calendars using Outlook
Update and maintain SharePoint sites, including uploading documents and building workflows
Track referrals, enter data, and manage records requests via email, portal, and fax
Prepare reports on program metrics and facilitate data sharing
Assist with purchasing, maintain records, and support hiring processes
Coordinate with staff, manage shared email boxes, and relay information between teams

Full Job Description

Administrative Assistant 3

WA State Department of Corrections

Tumwater, WA

Full Time-Project

Monthly Salary Range: $4,632 to $6,200

The Department of Corrections is seeking a highly motivated and qualified individual for the role of Administrative Assistant 3 (AA3).

The Administrative Assistant 3 (AA3) supports the DOC Mission of improving public safety by positively changing lives by serving as the administrative support for Health Services Reentry teams to support success of the Medicaid Transformation Project, particularly the reentry Targeted Case Management requirements.

Work includes support of Psychiatric Social Workers, Reentry Nurses, Medical Disbursement Unit and other Health Services Reentry Staff.

Health Services Reentry mission is to provide comprehensive, specialized healthcare discharge planning and community linkage to individuals releasing from incarceration to support integration and wellness.

The AA3 position is critical to support the mission of reducing recidivism and improving health outcomes of individuals transitioning from prison to community.

Application assessment will be ongoing, and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.

"This recruitment could be used to fill multiple permanent or non-permanent positions."

Requirements

Provide direct administrative support to Health Services Reentry Teams.

Provides secretarial support; takes minutes, drafts correspondence.
Compose letters, acknowledgements, notifications, confidential and sensitive materials, meeting notices, minutes and agendas, compile schedules, committee materials and other documents.
Assists in devising unit standards/ procedures to ensure adherence to policies
Proofread program material and correspondence, independently making corrections for sentence structure spelling, grammar and punctuation.
Arrange meetings (including telephonic) using Outlook, reserve conference rooms.
Facilitates putting together and updating desk manuals for programs in partnership with HS Reentry Program leads.
Updates SharePoint including uploading of documents, building new SharePoint sites.
Take minutes for staff and community partnership meetings and post to appropriate location/files per organizer.
Provide support related to scheduling meetings and reserving conference rooms.
Conduct archiving activities based on request from HS Reentry Program leads.
Prepare reports as requested to show program metrics, facilitate data sharing, and support Health Services Reentry.
Relays information between Psychiatric Social Workers or other HS Reentry Leadership and direct line staff.
Supports hiring.
Coordinate with other departmental staff members on administrative practices and procedures.
Managed shared email boxes, facilitate any needed follow up.

Provide direct administrative support to Reentry Community Services

Track and enter referrals and report data into SharePoint with workflows to end user.
Request identified records via email, portal system and fax. Receive records and document receipt.
Track all records requests to completion within expected timeframes.
Document as identified in electronic systems and files.
Assist with purchasing to include maintaining records associated with purchasing (all receipts, confirmations, etc.).
Maintain Designation Log, facilitate designation process to include initial screening.
Complete other administrative support functions for RCS Manager.

Coordinates personnel issues

Update Organizational Charts.
Assist with writing, proofreading, and updating position descriptions.
Order Supplies for the team, using TRACKS.
Make travel arrangements and prepare travel vouchers using TEMS system.
Other recruitment/ human resources communication/ related duties as assigned.

Other duties as assigned

Administrative support tasks as needed.
Quality Assurance Tasks as assigned.

Qualifications

Required qualifications:

High school diploma or GED equivalent.

And

Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

Formal education will substitute year-for-year for experience.
Proficiency with computers including Microsoft Office Suite. Strong organizational and people skills. Ability to type at least 45 WPM. Familiarity with the internet and email programs.
Excellent written and verbal communication skills.
Ability to work independently.

Preferred/Desired Qualifications:

Associate’s degree from an accredited college.
Experience working in healthcare field.
Professional experience using OMNI, SharePoint, and other electronic systems.
Experience working with incarcerated individuals.

Additional Information

Mission: The mission of DOC is to improve public safety by positively changing lives.

Our Vision: Working together for safer communities.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

Our Core Values:

Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.

Respectful and inclusive interactions: Corrections appreciate and values individuals by promoting an inclusive and diverse environment, which encourages safety.

We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.

People's safety: Corrections believe in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

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.

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.

This position may be represented by a bargaining unit.

Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.

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.

Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.

(FOR RN POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-U.

Step U is a longevity step and is typically gained six years after being assigned to Step T in your permanent salary range.

(FOR ALL OTHER NON WMS POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range 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.

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.

We are committed to hiring individuals who possess core diversity competencies:

Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.

Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
Respectfully acknowledge people's differences and recognize these differences as important and valuable.
Promote inclusiveness.
Be culturally sensitive and appropriate.
Respect and value diverse backgrounds and traditions.

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:

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!

Many DOC jobs are covered by the Public Safety Employees' Retirement System (PSERS).

If someone moves from a Public Employees Retirement System (PERS) eligible position to a PSERS eligible position, they actually retire under two different systems/plans.

For more information, please contact the Department of Retirement System at: 1-800-547-6657.

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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email kathey.waggoner@doc1.wa.gov or call at (509) 907-7808.

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

✓ Fresh Listing

Administrative Assistant 3 - PN37 - HQ

SES Pay Grade

Job Description

Summary

Key Requirements

Full Job Description

Requirements

Qualifications

Additional Information

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