Summary

This job is for an experienced administrative assistant in the Washington State Department of Corrections' Health Services Division, where you'll handle office tasks, manage budgets, and support quality improvement programs to ensure healthcare compliance and patient safety in prisons.

It's ideal for someone organized and detail-oriented who enjoys coordinating meetings, working with teams across departments, and keeping sensitive information secure.

You'll report to a health services administrator and help with everything from financial tracking to preparing reports for leadership.

Key Requirements

Provide high-level clerical, secretarial, and administrative support for quality, governance, and accountability programs
Develop budget estimates, monitor expenditures, and collaborate with financial staff to meet fiscal goals
Monitor grants, contracts, service fees, and cost centers, including assisting with annual financial targets
Represent the administrator at meetings and communicate on administrative policy matters
Ensure confidentiality of correspondence, reports, and documentation
Compile data and prepare complex grant/budget proposals for new, continuation, or competitive renewals
Prepare annual reports, develop correspondence for leadership, and resolve contractual issues

Full Job Description

Administrative Assistant 4

Department of Corrections, Tumwater, WA

Full-Time Permanent

Monthly Salary Range: $4,542 to $6,107

The Department of Corrections is seeking a highly motivated and qualified individual for the role of Administrative Assistant 4 (AA4).

The Quality Department, housed within the Health Services Division, is responsible for ensuring that the Department of Corrections (DOC) maintains compliance with internal policies, external regulations, and nationally recognized standards of care.

The Department leads system-wide efforts in survey readiness, adverse event tracking, regulatory licensure, and continuous quality improvement across all clinical disciplines.

The Administrative Assistant 4 reports to the Health Services Administrator (HSA) under the Deputy Assistant Secretary for the Office of Quality, Governance, and Accountability to support DOC's healthcare quality improvement, quality assurance, and quality compliance programs.

The AA4 plays a critical role in supporting multiple program areas, while coordinating meetings for facility-based quality teams, Health Services Leadership, and external regulatory bodies to ensure team alignment with RCW, WAC, and regulatory standards.

This position collaborates with other support positions across disciplines - including Nursing, Behavioral Health, Medical services, and Operations - to support agency-wide readiness, defensibility, and patient safety.

Work also includes collaborations with other divisions to build and/or support governance structures and consultations on adverse event reviews, policy development, and system level quality initiatives.

The Health Services Division of the department is responsible for the delivery of health services in accordance with department policies, RCW 72.10, DOC Health Plan, and in conjunction with DOH and HCA requirements.

The AA4 supports the department’s mission by providing critical support to managers and exempt staff to achieve performance measures and expected outcomes internally and with external stakeholders.

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 high-level clerical, secretarial, and administrative duties to support Quality, Governance and Accountability programs.

Developing budget estimates, monitoring expenditures, and collaborating with financial staff to meet fiscal objectives.
Monitor unit grants, contracts, service fees, cost centers, assists in establishing annual financial goals or target dates.
Represents and/or communicates on Administrator's behalf at meetings, conferences, etc.; speaks for supervisors on administrative policy matters.
Supports ASB and other assigned meetings as directed.
Ensures the confidentiality of Administrator's correspondence, reports, and documentation.
Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts.
Develops correspondence for agency leadership regarding unit information/announcements.
Prepares annual reports and works with others to resolve contractual issues.
Provides secretarial support to Administrator and backs up other administrative positions. Formats transcription, records minutes, composes, edits and types of letters,
Participates in strategic and quality planning process.
Coordinates with program managers and budget staff in preparing request packages and budget-related responses to the legislature.
Oversees legislation development in collaboration with Executive Policy Office (EPO) and department fiscal staff.
Conducts or supervises the preparation of studies or project summaries.
Coordinates policy and agency matters within the agency and with other governmental agencies; investigates and coordinates operating methods and procedures with other various staff agencies; develops improved administrative methods, such as research, quality, training and instruction.
Prepares correspondence for Unit leads; exercises signature authority on administrative correspondence.
Directs and/or coordinates special projects.
Authorizes equipment repair/renovation, places orders for team supplies.
Participates in establishing short and long-term fiscal plans and performance goals.
Coordinates space management for employees, where appropriate; assists in preparation of long-range plans for space utilization and/or renovation.

Builds and maintains unit records, resources, and information systems.

Develops, edits, and makes adjustments to unit SharePoint, Microsoft Power BI and/or similar sharing sites.
Establishes procedures and interprets and applies administrative policies to the work of the unit.
Captures unit records, tracks correspondence and Resolution Office submittals; ensures timely responses from unit leadership and project mapping expectations.
Builds resource library of program information; supports web site builds and update of information.
Creates Microsoft BI dashboard/other to reflect program data and ensure timely updates occur.
Develop electronic filing systems for unit correspondence and important documentation in accordance with department guidelines.
Ensures units meet archiving requirements.

Other duties as assigned

Complete Annual In-Service (AIS), both in-person and online through the Learning Management System (LMS).
Attend/Complete training to gain skills for position and other training as directed.
Attend unit and other meetings.
Support other areas when absences occur.
Other duties as directed.

Qualifications

Required qualifications:

Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting or general administrative work.
Proficiency in Microsoft Outlook/Office Suite, and Word.
Intermediate experience in Excel, Visio, PowerPoint and SharePoint.
Ability to research, compile, organize, and communicate technical medical information both orally and in writing using various technologies such as telephones and electronic mail
High School Diploma or Equivalent.

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 4 -CJ31 - HQ

Job Description

Summary

Key Requirements

Full Job Description

Requirements

Qualifications

Additional Information

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