SCCC Administrative Assistant 3

Full Job Description

Administrative Assistant 3

Full-Time Permanent

Salary Range: $4,632-$6,200

Stafford Creek Corrections Center (SCCC)

Aberdeen, WA

The Department of Corrections is seeking a highly motivated and qualified individuals for the position of Administrative Assistant 3 at the Stafford Creek Corrections Center in Aberdeen, Washington.

**Note: This recruitment may be used to fill current and future non-permanent and permanent vacancies, that may occur.

** If you are excited to make a difference in the lives of others and join a team that works towards a meaningful purpose, apply to be an Administrative Assistant 3 at SCCC with the Department of Corrections (DOC).

Stafford Creek Corrections Center is a 1,936-bed multi-custody facility located five miles west of Aberdeen, on the southern Washington Coast.

There are seven living units for medium and minimum long-term custody Incarcerated Individuals and a restrictive housing unit for maximum-custody Incarcerated Individuals.

SCCC was Washington State's first tobacco-free facility for both staff and Incarcerated Individuals.

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.

AGENCY PROFILE:
For additional information about our agency, please visit doc.wa.gov.

Join our team to be part of an organization that is dedicated to offering opportunities for career advancement and personal growth! DOC offers:

• Flexible schedules
• Comprehensive compensation packages
• Benefits package
• Training and development opportunities to continue building your career with us.

Apply today to join our team and start making a real difference in your community!

Application Process

Begin your application process online at www.careers.wa.gov:

• Click the green 'Apply' button on the job posting and sign in or create an account.
• Complete your application.
• Please be sure to attach the following to your application:
  • A cover letter outlining how you meet the qualifications for this position,
  • A detailed chronological resume,
  • A copy of your unofficial college transcript (if using college credits or degree to qualify for position) and

  At least (3) three professional references - A professional reference is identified 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.

  • Click "Accept & Submit" to submit your application.

  Incomplete application packages may disqualify an applicant from the application process.

  We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting.

  Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting.

  All information may be verified, and documentation may be required. The initial screening will be solely based on the contents and completeness of the application materials submitted.

  Requirements

  Provides full confidential administrative support, and office management functions to the Associate Superintendent of Programs. Tasks include:

  • Prioritizes and coordinates complex work assignments or projects assigned to the Associate Superintendent
  • Coordinates and organizes the calendar for the ASP, schedules meetings, arranges travel and accommodations, and responds to invitations
  • Formats, proofreads, and updates draft or edited versions of Operational Memorandums, memos, correspondence to and from the ASP, as well as meeting minutes.
  • Independently delegates correspondence to the appropriate staff for review and response.
  • Acts in supervisor’s absence in matters concerning the administrative operations of the office.
  • Keeps supervisor informed of significant and important items required their review.
  • Screens and directs phone calls, answers generic questions on behalf of ASP.
  • Collects and prepares documents for annual budget reviews, audits, staffing plans, and critical incident reviews.
  • Respond to incarcerated individual correspondence on behalf of ASP.
  • Update and maintain facility unit staffing phone list.
  • Develops and maintains a logging and tracking system to ensure tasks assigned to the ASP are accounted for and completed in a timely manner.
  • Act as the backup for administrative duties for all departments assigned to the ASP office.

  Process facility visitor and guest access. Tasks include:

  • Schedule facility visitors and facility tours.
  • Submit information for NCIC Clearances and prepare Facility Guest Access Forms.
  • Communicate visits and tours with facility staff.
  • Provide escorts as needed.
  • Makes arrangements for meeting rooms and provides agendas.

  Organize meetings and facilitate groups as needed. Tasks include:

  • Schedule and facilitate meetings as needed to include but not limited to:
  • Local Family Council
  • Tier Rep Meetings
  • Certified Peer Support Specialist
  • Collect agenda items, follow up on action items.
  • Ensure all attendees are present, make contacts as needed.
  • Take meeting minutes and submit once reviewed.
  • Communicate professionally with co-chairs and de-escalate situations.

  Manage room reservations and meeting spaces. Tasks include:

  • Maintain a calendar for available program space for:
    1. P Building
    2. T Building Conference Room
    3. Visit Room
  • Communicate with stakeholders regarding reserving spaces.
  • Ensure program space is prioritized using the department’s values and mission, as well as contractual obligations.
  • Work as a back-up to complete callouts as needed.

  Other duties as assigned

  Qualifications

  Required qualifications:

  High school diploma or GED
  Knowledge of: office procedures and practices; business management practices; research methods and data collection; communication and correspondence practices
  Principles and practices of supervision
  Ability to: work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.

  AND

  Three years’ of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work

  OR

  Formal education will substitute year-for-year experience.
  
  Preferred qualifications:
  

  Computer proficiency/knowledge to include but not limited to Word, Excel, Powerpoint, etc.
  Experience using fax machines, scanners, and copiers.

  Additional Information

  Supplemental 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.

  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.

  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 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!

  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 docsccchr@doc1.wa.gov or call us at 360-537-2206. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.