Washington State ADMINISTRATIVE ASSISTANT 3 (WCCW) in Gig Harbor, Washington

Description

Administrative Assistant 3 (AA3) For the Superintendent

Washington Corrections Center for Women (WCCW)

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 3 at Washington Corrections Center for Women, located in Gig Harbor, Washington. This AA3 will be the primary administrative support to the Superintendent.

AGENCY PROFILE: The Department of Corrections, 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. The Department consists of the Office of the Secretary, Prisons Division, Community Corrections Division, Administrative Services Division, and Health Services. The Department employs over 7,600 staff and has a biennial budget of approximately $1.6 billion.

WASHINGTON CORRECTIONS CENTER FOR WOMEN is a 62.6 acre facility located approximately two miles from Gig Harbor. The site includes living units, administration buildings, a health clinic, education buildings, a gymnasium, a chapel, industries buildings, food service buildings and support facilities.

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.

Duties

This position performs executive administrative assistant functions for the Superintendent, ensuring confidentiality of all matter relative to 900 offenders and 420 employees and department administration.

  • Primary and confidential assistant to the Superintendent
  • Provide public relations in Superintendent's Office to a wide range of staff and visitors to include offender families.
  • Represent the mission, goals and objectives of the department as well as the priorities, vision and values of the Superintendent in all communication and interaction with staff, custody, and external customers.
  • Research questions in policies and procedures, by using electronic medium (including the internet) and by networking with subject matter experts. Provides requested information to staff and external customers.
  • Maintain familiarity with all applicable policies and operational memorandum and any proposed or enacted changes and their impact on the operations.
  • Handle travel arrangements, coordinates official visitor clearances for the institution and notifies Control of expected visitors.
  • Independently provide ongoing follow-up and monitoring to ensure the timely completion of projects assigned to extended leadership team.
  • Maintain the highest level of confidentiality with sensitive information routinely managed in the office of the Superintendent.
  • As staff safety and security are one of the primary objectives, make the Superintendent aware of any concerns, safety or otherwise, that are heard in Superintendent's absence, i.e., voiced during a meeting and/or shared by staff.
  • Keep the Superintendent informed of events and concerns in the prison.
  • Assist the Superintendent in designing and effectively articulating process development and improvement strategies.
  • Assist the Superintendent in oversight of operational processes by developing and monitoring tracking systems and reports of assigned systems
  • Participate on committees at the request of the Superintendent
  • Manage the Superintendent's calendar and schedule.
  • Prioritize correspondence, screens documents requiring Superintendent's approval/signature for content, form and conformance to DOC and Institute policy.
  • Maintain a suspense roster, monitoring all assignment deadlines for Superintendent and entire key leadership staff to ensure timely response.
  • Receive and routes telephone calls and email inquiries appropriately. Handle calls and inquiries within approved areas of delegated authority.
  • Manage Superintendent's telephone calls and messages.
  • Perform confidential administrative and secretarial support to the Superintendent.
  • Independently produce correspondence, memorandums, letters, reports and other required documents for the Superintendent's review and final authorization and/or signature; compiles information and research material of a routine, sensitive or confidential nature.
  • Compile reports and coordinate administrative duties.
  • In collaboration with the PREA Coordinator, Chief Investigator and Human Resource Staff, monitor and track the Superintendent's PREA documentation, investigation and notification requirements.
  • Review and distributes mail of confidential content and routes appropriately. Maintain confidentiality of information learned through job performance that is protected by Department of Correction's policy, federal or state law. Prioritize urgent requests.
  • Maintain, distribute and update the institution Duty Officer schedule in an accurate and timely manner.
  • Serve as the back-up person for Public Disclosure Requests.
  • Member of committees and teams
  • Serve as a member of the WCCW Leadership Team. Provide high level administrative and program support. Promote and engage in effective communication between departments, strategic problem resolutions, Results DOCs initiatives, facility safe and security requirements, diversity initiatives, audit requirement, resource allocation and other facility wide issues or improvements.
  • Serve as co-secretary for the Local Family Council to include setting up and attending bi-monthly meetings, typically on a weekend, and preparing agenda items and collaborating meeting minutes,
  • Serve as a member of the ICS Command Center.
  • Support the Superintendent/Incident Command Center for emergency operations.
  • Delegated authority as Co-secretary of the local family advisory council meeting.
  • Prepare background information necessary for meetings, correspondence, etc., coordinates arrangements for meetings, screens, prioritizes and distributes correspondence and facility documentation.
  • Attend and participate in management meetings, including the Extended Leadership Team (ELT). Complete and distribute minutes in a timely manner, and track due dates for assignments/follow up items.
  • Attend budget meetings. Assist with budget processes, reports and documents as required.
  • Prepare agendas, compile handouts, take minutes and maintain required records of meetings, activities and other relevant information associated with committees and teams.
  • Prepare and disseminate the morning meeting minutes.
  • Other duties as assigned.

Note:This position has an expectation to collaborate daily with the Extended Leadership Team, Headquarters and WCCW staff. Success is dependent upon a good working relationship with staff throughout the facility, the agency and our community partners. Must be professional and credible in all working relationships.

Qualifications

Required Qualifications:

  • High School Diploma or equivalent

AND

  • Three years of increasingly responsible office experience including keyboarding or typing.

AND

  • One year of experience leading the work of others.

Must have the Ability to:

  1. File
  2. Use appropriate grammar, punctuation, and spelling
  3. Effective written and verbal communication skills
  4. Ability to work with a diverse group of people Must submit a 1 page letter of interest explaining how your skills and abilities make you an ideal candidate for this position.

Note: Formal education may substitute year-for-year for "increasingly responsible office experience including keyboarding or typing."

Preferred / Desired Qualifications:

Experience with Microsoft Office to include Word, Excel, Outlook, and PowerPoint.

Supplemental Information

'The mission of DOC is to improve public safety.'

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

IMPORTANT NOTES:

IT IS A REQUIREMENT TO:

  • Provide a minimum of three (3) professional references with your application. The Department of Corrections defines a professional reference 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-relative (Family) professionals, such as educators or other professional associates. Failure to provide this information may result in your application not being considered for this position.
  • Your answers to the supplemental questions MUST be supported by the work experience section in your application, or you may not be considered for this position. Resumes will not replace the "Work Experience" section of your online application.
  • Submit a 1 page letter of interest explaining how your skills and abilities make you an ideal candidate for this position.
  • Be a current, permanent, Department of Corrections Employee.
  • You may be disqualified if your work experience does not include information used to:

1) Meet the minimum qualifications of the job 2) back up your answers to the supplemental questions.

Only complete applications will be considered. Resumes will not be reviewed. Please ensure the application is complete, with employer and supervisor addresses and telephone numbers and that all other blocks of information are complete, to include salary and the reason for leaving prior employment. Incomplete applications may eliminate the candidate from further consideration.

  • All DOC employees are fingerprinted for a criminal history background check.
  • Employees work with offenders 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, including marijuana, will be disqualified from consideration.
  • 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 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 may also be required. Employment is not contingent upon test results.
  • If this position is included in a Union Shop, employees will be required to become members within thirty (30) days of employment.

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 men and women 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.

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, 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 kari.miller@doc.wa.gov or call us at 253-858-4691. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

Salary: $32,688.00 - $42,492.00 Annually

Location: Pierce County - Gig Harbor, WA

Job Type: Full Time - Permanent

Job Number: 2017-03680

Department: Dept. of Corrections

Closing: 5/3/2017 11:59 PM Pacific

Agency: State of Washington

Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504.

Website: http://www.careers.wa.gov