Administrative Assistant 3 (WSP)

State of Washington; Walla Walla (WA); On-site; USD 54,000 - 72,000; Full time

Benefits offered by this job

Remote/telework/flexible schedules

Up to 25 paid vacation days a year

Bereavement leave

Job summary

WA State Penitentiary in Walla Walla, WA seeks an Administrative Assistant 3 to provide high-level administrative support to nursing leadership and Health Services management. The role prioritizes, coordinates, and communicates to ensure deadlines are met and duties are covered.

The position involves maintaining calendars, scheduling, arranging travel, processing reimbursements, and supporting the Nursing Schedule with annual leave and overtime planning, while handling confidential patient and

Qualifications

• High School diploma or GED is required.
• 3 years of progressively responsible clerical/office experience or related administrative work.

Responsibilities

• Provide administrative support to RN4, RN3, and Health Services managers to meet deadlines.
• Coordinate calendars, meetings, travel, and expense reimbursements for nursing staff.
• Prepare and post Nursing Schedule and manage annual vacation segments and overtime signups.

Education

High School diploma or GED

Tools

Microsoft 365

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

WA State Penitentiary - Walla Walla, WA

Administrative Assistant 3 (AA3)

Agency Internal Non-Permanent (Internal applicants only)

Salary Range: $4,821 - $6,452 Monthly

The mission of the Washington State Penitentiary (WSP) Health Services is: "To provide medical, dental, and mental health services consistent with the provisions of Department of Corrections (DOC) Offender Health Plan." Under the direct supervision of the RN4, this position provides support by independently prioritizing and coordinating office operations and work assignments for the RN4 to meet internal and external deadlines. This includes keeping supervisor(s) informed of issues that may require review or action. Participates in planning meetings and may attend meetings on supervisor's behalf, presenting supervisor's position. Relays messages and instructions from the supervisor to staff members. Provides interpretation of explanation of supervisor's policies or viewpoints. Maintains supervisor's calendar, schedules meetings and appointments, and reviews and responds accordingly to supervisor’s outlook. The incumbent will facilitate Health Services facility clearances requiring entry to the Health Services Building for nursing purposes and act as the backup for other clearances when needed ensuring DOC protocol is followed. Duties also include answering phones, scheduling meetings, arranging travel and expense reimbursements for all nursing staff. Setting deadlines to the on-call nursing staff each month. Create & compile the Nursing Schedule, including all annual vacation segments that were approved and adding in all the approved supplemental leave for the next month, by the 15th of the month for the next month, develops and posts the voluntary overtime signup sheet by the 15th of the month for the next month. Coordinates coverage for scheduled absences for nursing staff to include coordination of nursing absences for Continuing Education Units. Coordinate and schedule AIS (Annual in Service) for all nursing staff. May assist with other tasks as assigned by the administrative team. This position requires confidentiality as the work involves sensitive patient and staff information.

Primary administrative support for Registered Nurse 4, RN3 and other Health Services Manager/Supervisors as needed:

• Independently prioritize and coordinate office operations and work assignments of projects assigned to the RN4 to meet internal and external deadlines.
• Performs projects and other administrative services as delegated by the RN4 or as requested by other Health Services managers or supervisors by providing administrative services and general assistance to facilitate their work and relieve them of secretarial details, i.e. composing and/or typing correspondence, memos, employee evaluations positions descriptions, etc.
• Edits/revises updates weekly duty officer packet to include updated policies and procedures for all nursing health and nursing procedures for the weekly HSB duty officer.
• Facilitates collecting information for clearances for new hires, recruitments, interviews, and any DOC employee visiting for nursing purposes.
• Collecting and maintains CPR/CEU records for nursing staff to include, logging current CPR training records and continuing education units necessary for maintain licensure requirements by Washington State for licensure in compliance with policy 880.130.
• Travel: Request and complete all travel for RN3, RN3, and RN4 positions by following the employee travel process. Ensure all receipts are collected and submitted with appropriate reimbursement paperwork. Also, resource for other health services staff when necessary.
• Instructs medical staff on any new programming and new processes as they arise.
• LID Coordinator: will ensure all access has been properly submitted for all new nursing staff and will need to troubleshoot and resolve any access errors for all nursing staff.
• Nursing Schedule: prepares, drafts, organizes and fills the roster for the nursing team, in accordance with the Teamsters 117 Collective Bargaining Unit and in consultation with the Rn4 and Rn3’s.
• Analyzes and determines most cost-effective coverage for nursing assignments, keeping schedule up to date, prepare, organize, and ensure assignments are in compliance with the Teamsters 117 collective bargaining agreement, House Bill 1290, DOC 880.130 Continuing Education Policy (required by Washington State nursing licensure) regarding assignment, etc. Reviews all prescheduled leave request and verifies availability of coverage then recommends approval/denial to the RN3 designee based on available staff coverage.
• Pre-Scheduled Leave: coordinates and assists the RN4/or designee with all annual vacation segments requests, creates vacation segment spreadsheets for all nursing staff to review for available time and relief assignments, allotted vacation time approved by the RN3 nursing supervisors and make it viewable to all nursing staff.
• Reviews nursing schedule for requested time off to attend Continuing Education Unit Training. Track hours of CEU’s based on CEU guidelines to ensure approval leave/classes does not exceed the guidelines.
• Training: Schedules nursing staff for Correctional Worker Core (CWC) for new hires and arrange for coverage. Schedule new hires for orientation for nursing assignments, with the coordinating shift designated RN3. Schedule and arrange coverage, and creating alternate work schedule form, for nursing staff to attend mandatory Annual-In-Service training in compliance with DOC standards.
• Review supplemental leave requests and communicate with RN3 designee if coverage is available in accordance with Teamsters 117 Collective bargaining act, mandated ten (10) step checklist requiring scheduler to exhaust all steps in finding coverage for open shift.
• Unscheduled Leave: For NA-C, MA-C overtime (involuntary/voluntary), utilization of Article 17 of Teamsters collective bargaining act to find coverage for open shift.
• Delegation to OA3 any of above duties within position description.

Other Duties as assigned.

• Posting monthly nursing schedule by the 15th of each month, in accordance with Teamster 117 Collective bargaining agreement.
• Posting monthly nursing voluntary overtime sign up sheets by the 10tyh of each month collecting all on-call nursing staff availability by the 10th of each month.

Required Qualifications:

• High School diploma or GED equivalent
• 3 years of progressively responsible experience in clerical/office, secretarial, or general administrative work experience.
• Demonstration of Core Competencies.

Additional core competencies for Supervisors and Managers.

People Management- Meets regularly with each employee to set and clarify expectations and provide feedback and coaching. Uses formal and informal methods to monitor and track each employee’s performance. Distinguishes between high and low performers and recognizes and regards results for high performers. Actively works to identify and retain talent. Deals promptly with performance problems by working with staff to diagnose problems, develop solutions, and monitor progress. Haas the knowledge and will take effective action with employees with performance coaching efforts fail and situation warrants. Attempts to discover and motivates each employee and uses that knowledge to benefit both the individual and the organization. Identifies employee’s development needs and provides meaningful development opportunities. Conducts quality performance appraisals on time. Assists with professional development and planning.

Managing for results – Establishes performance expectations and goals for his/her team that are specific and measurables and accepts personal responsibility for results. Ensures that each member of his/her team has the resources and tools to meet performance expectations. Meets regularly with team and talks about team performance and ways to improve.

Preferred/Desired Qualifications:

• Experience working in a health service environment
• Knowledge of medical terminology
• Keyboarding or typing accurately at a net speed of 50 wpm
• Experience and proficiency with Microsoft 365, Microsoft Word, Microsoft Excel, Microsoft PowerPoint.

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 appreciates 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 believes 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:

• 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.

• 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 ofhire. 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.
• Salary is based on experience and is determined at the time a final offer of employment is made.

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
• Remote/telework/flexible schedules (depending on position)
• 3 days of bereavement Leave
• 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!

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.

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 [e-mail] or call us at 509-907-7808. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.