Administrative Assistant 3

State of Washington; Gig Harbor (WA); On-site; USD 52,000 - 69,000; Full time

Benefits offered by this job

Flexible schedules

Comprehensive compensation packages

Benefits package

Training and development opportunities

Job summary

The Department of Corrections is seeking an Administrative Assistant 3 at the Washington Corrections Center for Women in Gig Harbor, WA. This role provides full confidential administrative support to the Associate Superintendent of Programs (ASP) and maintains critical office operations in a correctional setting.

Responsibilities include calendar management, document formatting, budget prep support, and acting as a backfill for ASP duties.

Qualifications

• High school diploma or GED required.
• Three years’ progressively responsible office/clerical experience or supervisory support.
• Associate’s degree may substitute for experience.
• One year as Administrative Assistant 2 or two years as Administrative Assistant 1 preferred.

Responsibilities

• Provide confidential administrative support to the ASP.
• Manage ASP calendar, schedule meetings, and arrange travel.
• Format and proofread memos and meeting minutes for the ASP.
• Delegate correspondence and act in supervisor’s absence as needed.
• Prepare documents for budget reviews, audits, and staffing plans.
• Respond to incarcerated individual correspondence for the ASP.

Skills

Confidentiality

Calendar management

Office coordination

Communication

Education

High school diploma or GED

Associate’s degree substitute for experience

Tools

OMNI system

Word

Excel

PowerPoint

Job description

Administrative Assistant 3 | Teamsters

Full-Time Non-Permanent

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

Washington Corrections Center for Women (WCCW)

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.

The Department of Corrections is seeking a highly motivated and qualified individuals for the position of Administrative Assistant 3 at the Washington Corrections Center for Women in Gig Harbor, Washington. This position supports the Associate Superintendent. Note: This recruitment may be used to fill current and future non-permanent and permanent vacancies, that may occur.

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 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. 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. 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 opportunitiesto continue building your career with us.

Provides full confidential administrative support, and office management functions to the Associate Superintendent of Programs (ASP).

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.

Has delegated authority for the IF Projects, Rotary Re-Entry and the Village activities under the ASP.

• Primary point of contact to locate and schedule facility program rooms.
• Schedule facility visitors and facility tours.
• Submit information for NCIC Clearances and prepare Facility Guest Access Forms.
• Provide escorts as needed.
• Makes arrangements for meeting rooms and provides agendas.
• Oversee and manage incarcerated individual (I/I) clerks as the Angel Network Library clerk.

Provides backup for AA3 I/I Employment Coordinator to the Correctional Program Manager (CPM).

Other duties as assigned

Required qualifications:

High school diploma or GED

AND

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

OR

An Associate’s degree in business administration, public administration, or a closely related field may substitute for experience.

AND

One year of experience as an Administrative Assistant 2 or two years as an Administrative Assistant 1

Preferred qualifications:

Ability to maintain confidentiality, advanced knowledge of OMNI system. Computer proficiency/knowledge to include but not limited to Word, Excel, PowerPoint, etc. Experience using fax machines, scanners, and copiers.

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 and documentation from 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 [e-mail] or call us at 253-858-4276. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.