Administrative Assistant 3

Full Job Description

The Department of Corrections is seeking an energetic and highly qualified individual for the position of Administrative Assistant 3 at Monroe Correctional Complex (MCC). This position is the primary contact and provides administrative support to the Associate Superintendent.

The Monroe Correctional Complex (MCC) is comprised of five units: Washington State Reformatory Unit (WSRU), Twin Rivers Unit (TRU), Minimum Security Unit (MSU), Special Offenders Unit (SOU), and the Intensive Management Unit (IMU).

In all, MCC houses approximately 1,700 offenders and employs approximately 1,200 staff.

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. 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 incarcerated individuals can learn to make choices that contribute to a safer society.

Requirements

This position serves as the primary assistant to the Associate Superintendent of MSU/TRU Administrative Assistant 3 provides a wide range of highly confidential and complex administrative tasks.

You will exercise independent judgment and maintain confidentiality as you coordinate the area's administrative activities in relation to the established goals and mission while placing an emphasis on process improvements.

Duties include but are not limited to;

• This position represents the Associate Superintendent’s goals/interests and provides interpretation and/or explanation of DOC/MCC policies and viewpoints.
• Gathers information, organizes and composes confidential and routine letters, memos and correspondence from verbal direction or dictated notes for approval/signature of the Associate Superintendent.
• Provides confidential administrative, secretarial support, and office management functions to the Associate Superintendent of Operations.
• Prioritizes, coordinates, and monitors complex work assignments or projects assigned to the executive team.
• Engages in staff and Incarcerated Individual programs
• Manages KIOSK boxes, responds to KIOSK timely and appropriately
• Provides public relations for staff, visitors, offender families, and the public.
• Schedules appointments/meetings and maintains calendar and conference rooms.
• Uses intermediate skills in computer programs including MS Word, Excel, PowerPoint, and all applicable DOC programs.
• Participates in facility-wide committees and screens all incoming calls and visitors and redirects callers to the appropriate area
• Responsible for leaving grounds to obtain various supplies/Items as needed
• Assigns, processes and prepares reports for I/I property loss claims.
• Attends events on behalf of the Associate Superintendent
• Responsible for breaking down complex information and transferring to a format that is easily understood when used as a guide during stressful incidents.

Qualifications

Qualifications

Required Qualifications:

• High school diploma or equivalent G.E.D.
• Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Have strong organization skills and the ability to prioritize work and work independently.
• Ability to maintain strict confidentiality and meet deadlines in stressful situations.
• Must be able to type 50 words per minute.
• Strong written and verbal communication skills at all levels.
• Skilled in English grammar, punctuation, and use of vocabulary.
• Computer proficiency/knowledge to include but not limited to Word, Outlook, Excel and PowerPoint.
• Must effectively work in a team environment.
• Professional representation of Executive Leadership at all times.
  • Must be willing to work in an adult, male correctional environment.
  • Proficient in composing, sending and replying to electronic mail in a professional manner

• NOTE: Formal education may substitute year-for-year of experience.
  
  In addition to the above, this position requires:

  Ability to -

  • Write clearly, factually, and concisely.
  • Analyze and interpret data, weigh the risks, and make decisions or recommendations to address staff and offender needs.
  • Identify and address offender behavior/needs.
  • Organize and prioritize work.
  • Apply conflict resolution skills.

• Preferred/Desired Qualifications:

  • Able to manage a high volume of complex tasks simultaneously
  • Able to Prioritize and manage work in a timely manner

Observation - Observes and strategizes personal action based on environmental conditions and human behavior.Technology - Learns and utilizes computer-based applications in the performance of job duties.Stress Tolerance - Remains calm and rational while handling difficult situations including, but not limited to, volatile, threatening, or other crisis/emergency situations.

Expertly intervenes in response to threats.Professional Standards - Knows and applies relevant law, policy, procedure, and practice. Adheres to established productivity standards and timelines.

Identifies own training needs and proactively seeks training opportunities.Adaptability - Incorporates new information into an existing framework of understanding.Accepts change and supports the Agency through changes in law, policy, and procedure.

All staff entering into employment with the Department of Corrections must possess the following values at the time of hire: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 appreciates 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 believes 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.

Supplemental Information

For additional information about the agency, please visit doc.wa.gov.

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:

• 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 appreciates 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 believes 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.

The Washington State Department of Corrections recognizes both the historic and systemic disparities that exist within the incarceration system. Our agency is committed to ensuring a work environment which is free of prejudice, discrimination, or antagonism against a person or people on the basis of their membership to a particular racial or ethnic group. We emphasize our condemnation of visible and invisible discrimination and racism in all of its forms, whether conscious or unconscious. Our agency believes that critical reflection, concrete actions, and sweeping accountability are the building blocks for institutional change and civil progress. We pledge to correct our own institutional practices which perpetuate a culture of privilege, bias, and discrimination for our employees, our incarcerated population, and our community.

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 diversity, 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:

REQUIRED

Please include a RESUME, COVER LETTER and 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.

** Failure to provide this information may result in your application not being considered for this position **

**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.

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.

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.

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!

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 (DRS) at: 1-800-547-6657.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email Evarlyn.Onyambu@doc1.wa.gov or Rachelle.Tripp@doc1.wa.gov For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.