Administrative Assistant 2 | Virtual Hearings Coordinator

State of Washington; Gig Harbor (WA); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Remote/telework/flexible schedules

Up to 25 paid vacations days a year

Paid sick leave

Paid holidays

Generous retirement plan

Flex Spending Accounts

Dependent Care Assistance

Pre-employment wellness and benefits

Job summary

Washington Corrections Center for Women (WCCW) in Gig Harbor, WA seeks an Administrative Assistant 2 to coordinate virtual hearings and support legal access for incarcerated individuals. You will liaise with courts, legal representatives, and facility staff in a fast-paced corrections setting.

The role requires strong communication, data maintenance, and adherence to DOC policies. This full-time, non-permanent position emphasizes meticulous record-keeping and collaboration with justice partners

Qualifications

• High school diploma or equivalent required.
• Knowledge of DOC policies including 590.500 and related guidelines.
• Proficient in Outlook, Teams, Zoom, SharePoint and other virtual platforms.
• Excellent written and verbal communication.
• Commitment to DOC core values.

Responsibilities

• Facilitate virtual court hearings and other court actions.
• Coordinate scheduling and venues for court interactions with incarcerated individuals.
• Assist incarcerated individuals in navigating the court system.
• Maintain documentation and data for Legal Access requests.
• Process public disclosure requests in accordance with policy.

Skills

Excellent communication skills

Policy knowledge

Time management

Education

High school diploma or equivalent

Bachelor's degree in business/public administration or closely allied field

Tools

Outlook

Microsoft Teams

Zoom

SharePoint

OMNI

Excel

Word

Visio

Canva

Job description

Administrative Assistant 2 | Virtual Hearings Coordinator

Full Time | Non-Permanent | Teamsters

Location: Washington Corrections Center for Women | Gig Harbor, WA

The candidate of choice must be comfortable working in a Prison environment as you will be required to work in facility daily.

Are you meticulous and proactive with a knack for handling time sensitive tasks? Do you have a desire to make a difference in the lives of others while working in a fast-paced, high-pressure environment? If so, the Washington Corrections Center for Women (WCCW) has the perfect career move for you! We are searching for an Administrative Assistant 2who will serve as a critical link between incarcerated individuals, legal representatives and the court system!

As an Administrative Assistant 2, you will ensure compliance with Department of Corrections (DOC) policy 590.500 - Legal Access for Incarcerated Individuals, by facilitating timely, accurate, and efficient legal access. Daily tasks could include facilitating virtual court hearings, arrangements, trials and other court actions.

This critical role exemplifies the department’s commitment to cultivating a human centered approach to our work through the critical thinking skills needed to navigate legal procedures, troubleshoot virtual hearings and ensuring compliance with all DOC polices. This role upholds WCCW’s mission to improve public safety by positively changing lives, supporting justice through seamless coordination of virtual hearings, precise record-keeping, and effective communication with criminal justice partners across Washington State!

AGENCY PROFILE:

Washington Corrections Center for Women (WCCW) is Washington State's largest correctional facility serving women and the state's multi-custody-level facility and Reception Diagnostic Center for women. WCCW serves individuals across minimum, medium, and close custody levels and operates within a complex correctional environment requiring strong collaboration among facility leadership, custody, programs, health services, legal partners, courts, families, community organizations, and other external stakeholders.

Our mission at the Department of Corrections (DOC) is to 'improve public safety by positively changing lives'. With more than 9,000 employees, we recognize that staff are our greatest asset, and the efforts of our dedicated workforce have garnered national recognition! Whether the work is inside a prison, out in the field, or an administrative office, DOC staff experience a high degree of personal reward knowing their efforts are creating an environment in which incarcerated individuals can learn to make choices that contribute to safer communities

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

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.

Applicants wishing to claim Veterans’ Preference should attach a copy of your DD-214 (member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to your online application.

Do not include any personal photos or personally identifiable data within your application packet, such as a driver’s license or social security number.

We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.

As an Administrative Assistant 2, some of your duties will include:

• Supporting professional and responsive interactions with Criminal Justice Partners for requested court proceedings as directed by the facility legal liaison:
  • Reviewing requests for virtual and telephonic court actions
  • Planning and scheduling venues for requested court interactions with incarcerated individuals
  • Helping incarcerated individuals navigate the court system
  • Communicating with facility personnel
  • Facilitating connection with courts for incarcerated individuals
  • Providing troubleshooting of virtual connections
• Maintaining documentation and data related to Legal Access requests:
  • Completes electronic data tracking of legal court action requests, as well as child dependency actions.
  • Addresses correspondence related to leave access topics
• Completing public disclosure requests:
  • Ensures all public disclosures tasks assigned are in accordance with direction and DOC policy.
• Other duties as assigned

What we need (required qualifications):

• High school diploma or equivalent
• Knowledge and well versed in DOC policies to include by not limited to:
  • DOC 450.200 – Telephone Use by Incarcerated Individuals
  • DOC 490.800 – PREA Prevention and Reporting
  • DOC 590.500 – Legal Access for Incarcerated Individuals
• Basic computer proficiencies to include Outlook, Microsoft TEAMS and other related virtual platforms such as Zoom, SharePoint, OMNI, Excel, Word, Vizio, Canva, etc.
• Excellent communication skills both verbally and in writing
• Clear understanding and commitment to DOC Core Values

What will make your application stand out (preferred qualifications):

• One year of experience as an Administrative Assistant 1
• A Bachelors degree in business administration, public administration or closely allied field
• Two years of responsible office experience at the senior clerical level or higher
• Clerical or office work experience may be substituted for education on a year for year basis

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:

• 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 https://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 [e-mail] or call us at 253-858-4274. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.