Executive Secretary - INTERNAL CCD - Tumwater

Washington State Health Care Authority; Tumwater (WA); On-site; USD 74,000 - 90,000; Full time

Benefits offered by this job

Paid vacation days

Paid sick leave

Paid holidays

Personal leave day

Job summary

The Washington State Department of Corrections seeks an Executive Secretary for the Community Corrections Division in Tumwater, WA. This full-time exempt role provides confidential administrative support to the Community Corrections Administrator and handles sensitive personnel matters, travel, and correspondence.

Work hours are Monday–Friday, 8:00 am to 5:00 pm. Telework up to two days weekly is available; ongoing duties include liaison roles, project coordination, and budget tracking within a

Qualifications

• High school diploma or GED equivalent.
• Five years' experience in upper-level administrative support.
• Advanced proficiency in Microsoft Word, Outlook, Visio, and SharePoint.
• Intermediate proficiency in Microsoft Excel and PowerPoint.

Responsibilities

• Provide confidential administrative support to the Community Corrections Administrator.
• Manage travel arrangements and reimbursements for the Administrator and staff.
• Prepare and coordinate correspondence and reports for signature.
• Handle personnel matters and coordinate with Human Resources.
• Coordinate budget and purchasing activities for the Administrator's command.
• Respond to internal and external stakeholders on behalf of the Administrator.

Skills

Confidentiality

Independent work

Written communication

Verbal communication

Project coordination

Time management

Education

High school diploma or GED

Bachelor's degree (preferred)

Tools

Microsoft Word

Microsoft Outlook

Microsoft Visio

SharePoint

Microsoft Excel

PowerPoint

Job description

Executive Secretary

Community Corrections Division, Tumwater, WA

Annual Salary: $81,924.00

This is an INTERNAL recruitment, open to current, permanent WA State Department of Corrections (DOC) employees only.

DOC's mission is to improve public safety by positively changing lives.

We are looking to fill a full-time, permanent Executive Secretary vacancy within the Community Corrections Division (CCD). This exempt position reports to the Community Corrections Administrator at Headquarters located in 7345 Linderson Way SW, Tumwater, WA 98501.

The Executive Secretary will provide confidential administrative support to the Community Corrections Administrator in their role as the manager of all personnel matters related to their command. This position exercises delegated signature authority on behalf of the CCA and serves as the Public Disclosure Coordinator, Legal Liaison to the Attorney General’s Office, and the Login ID Coordinator for the programs in the Administrator’s command as needed. Work hours are Monday-Friday, 8:00 am to 5:00 pm.

We are looking for teammates who share our vision of public service and are committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our community and our agency. If you have a passion for service - review, decide.

Primary Confidential Administrative Support and Consultation

• Assist in the coordination and completion of a wide variety of special projects and initiatives as assigned to or initiated by the Community Corrections Administrator.
• Act as lead and/or assume sole responsibility in projects as assigned.
• Provide administrative support to program administrators/managers who report directly to the Community Corrections Administrator as needed.
• Independently identify, complete, and coordinate specialized/high-priority projects, including budgetary and/or legislative reports.
• Use independent judgment to make decisions and take necessary action on administrative matters, independently research, and investigate operating methods and procedures.
• Ensure smooth and consistent workflow and timely completion of tasks.
• Exercise a level of knowledge, experience, and familiarity with policy, statue, program details and practice while setting a professional and confidential tone for the Community Corrections Administrator, their direct reports, and the programs in the Administrator's command.
• Prioritize the Community Corrections Administrator's time, to include meetings and appointments.
• Manage travel arrangements and related reimbursements/requests for travel advances for the Community Corrections Administrator, and for program administrators/managers and staff in the Administrator's command as needed.

Office Liaison Responsibilities

• Interact with internal (e.g., budget, Human Resources) and external (e.g., other correctional departments, media, citizens) stakeholders and respond on behalf of the Community Corrections Administrator.
• Research, compose, and/or edit reports and documents, including responses to correspondence from individuals under Department jurisdiction, their families, other agencies, and/or citizens of Washington State for signature by the Community Corrections Administrator, Assistant Secretary, or Governor. Monitor correspondence to ensure it is responded to by appropriate staff in a timely manner, which may include drafting and/or finalizing correspondence for appropriate signatures. Has delegated signature authority for the Community Corrections Administrator.
• Exercise judgment in researching and answering incoming questions and concerns to be consistent with objectives and policies of the Department of Corrections (DOC) and Community Corrections Administrator requiring familiarity with operations and personnel.
• Serve as Legal Liaison Officer for programs in the Community Corrections Administrator’s command. Work with the Attorney General’s Office regarding tort claims, lawsuits, and litigation hold notices. Gather information for Attorney General’s Office on cases that are filed against the Department.
• Coordinate response to public records requests and provide requested information to the Public Disclosure Unit.

Personnel Matters Coordination

• Process and handle confidential information for a variety of personnel matters on behalf of the Community Corrections Administrator and serve as primary point of contact for Human Resources on personnel matters.
• Coordinate personnel actions including, position establishments, recruitments/appointments, separations, etc.
• Track staff changes in tracking database, update email distribution lists, contact lists, and phone rosters.
• Manage recruitments, schedule interviews, organize and maintain recruitment documentation, reserve interview space, and act as primary point of contact with Human Resources and applicants.

Budget Matters Support

• Keep the Community Corrections Administrator informed on status of budget balances and recommend adjustments as needed to align with fiscal year allotments.
• Assist in coordinating and compiling FTE data for use in fiscal budget analysis for programs in the Community Corrections Administrator's command.
• Track and monitor budget expenditures for the programs in the Community Corrections Administrator's command.
• Serve as Purchase Card Coordinator for Community Corrections Administrator's command.
• Receiverequests for use of purchase card, obtain necessary approvals, and maintain log of purchases.
• Coordinate the purchasing and maintenance of all equipment/supplies for programs in the Administrator's command.

Other duties as assigned.

Required Qualifications

• High school diploma or GED equivalent.
• Five years' experience in upper-level administrative support position with progressively responsible experience in office/clerical, secretarial, or general administrative work.
• Demonstrated success in holding progressively higher-level administrative support positions for executives.
• Advanced level of proficiency in Microsoft Word, Outlook, Visio, and SharePoint.
• And an intermediate level of proficiency in Microsoft Excel and PowerPoint.

Ideal Candidate KSAs

• Maintain regular and reliable attendance.
• Proven ability to maintain confidentiality of information.
• Effective verbal and written communication skills.
• Demonstrated competence and applied professionalism to speak on behalf of the Administrator.
• Ability to research, accumulate, organize and communicate technical information both orally and in writing, using various technologies such as telephone, electronic mail, and other electronic equipment.
• Ability to prepare correspondence, write in complex sentences and use proper punctuation and grammar.
• Ability to represent the Administrator at meetings, conferences, and/or conventions, speaking for the Administrator on agency matters.
• Ability to lead others, gain cooperation, and build and maintain trust.
• Demonstrated ability to build and maintain effective internal and external working relationships.
• Demonstrated ability to work and make decisions independently.
• Effective time and project management skills.
• Demonstrated resourcefulness.

Desirable Qualifications

• Bachelor's degree in business/public administration, criminal justice, sociology, or closely related field from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) or a foreign equivalent.
• Experience working in state government as an Administrative Assistant 3 or higher.
• Experience working in a correctional setting.
• And the following KSAs:
  • In-depth knowledge of the Department of Corrections and its Mission, policies, programs, operational structure, and current agency initiatives, to include legislation.
  • Working knowledge of Records Retention schedules.
  • Ability to work with staff effectively, providing for professional growth and development and performance accountability.
  • Good knowledge of management practices and responsibilities.
  • Ability to use data for planning, evaluating quality of practices, and communicating performance and results.
  • Ability to conduct thorough and extensive research, and a knowledge of available resources and where/how to access them.
  • Ability to assess program performance from the customer's point of view and maintain communication with customers to determine if needs are being met.
  • Demonstrated ability to analyze and solve problems under highly stressful or adverse situations and strive for development of best practices.
  • Ability to utilize active listening skills and critical thinking to assess problems and arrive at viable solutions.
  • Ability to develop and use technology and computer systems to improve efficiency, accuracy, and work quality.
  • Ability to remain calm and rational while handling difficult situations to include, but not limited to, volatile, threatening, or other crisis/emergency situations.
  • Ability to work positively with change, adapt to new requirements, and promote the same in staff and colleagues.

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.

For more information about our agency, visit our mission & vision.

The WA State Department of Corrections (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

• References: A minimum of three professional references with a valid email and phone number for each is required. Although current and recent supervisors are preferred, 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, include non-related professionals, such as educators or other professional associates. If you are entering your references in the online application (preferred), complete the following fields: First and Last name, Title (include their relationship to you, for example: Field Administrator, former supervisor), Phone, Email, Address Line 1 (list the name of the reference's organization).
• Salary is based on skills and abilities that apply to the primary functions of the role and/or years of experience and is decided at the time a final offer of employment is made. The salary range listed in the job posting includes steps A-M. Within a permanent salary range, step M is a longevity step, it is typically gained six years after being assigned to step L.
• Work with or near incarcerated or supervised individuals: This position may work directly with or near incarcerated or supervised individuals in a potentially hazardous setting. Take this into account before applying.
• 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 you could expect in this position.
• 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 Form I-9’s list of acceptable documents. Note: DOC does not use E-Verify. We are not able to partake in STEM Optional Practice Training (OPT).

• Foreign equivalent degrees: If your degree was awarded outside the United States, you may be required to provide a credential evaluation report if your education is used to meet the minimum requirements. Request a report from www.wes.org and www.aice-eval.org.

• Exempt position: This position is exempt from civil service law.

Telework Details

This position may be allocated for telework up to two days each week. Employees must use a reliable internet or cellular hotspot service at an authorized location within the state of Washington. Employees with an approved telework agreement in place are expected to perform assigned duties in a safe manner, take proper care of all state-issued equipment, and maintain confidentiality. You will be required to commute to a DOC facility or field office as business requires, which may include components of the onboarding and training process. Details will be provided upon hire.

What We Offer

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 a generous retirement plan and comprehensive family insurance for medical, dental, and vision, additional perks might include:

• Fourteen to twenty-five paid vacation days per year (depending on years of service and in accordance with the collective bargaining agreement (CBA) if a represented position)
• Eight hours of paid sick leave per month
• Twelve paid holidays per year (includes one personal holiday)
• One personal leave day per year (in accordance with the CBA)
• Flexible Spending Account (FSA)
• Dependent Care Assistance Program (DCAP)
• Deferred CompensationProgram (DCP)
• And more! Visit our benefits page for more information.

Retirement Options

• PERS: State employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer-contributed retirement programs within PERS. For additional information, refer to the Department of Retirement Systems or call 800-547-6657.
• PSERS: Many positions within DOC are covered by the Public Safety Employees' Retirement System (PSERS). If someone moves from a PERS-eligible position to a PSERS-eligible position, they will retire under two different systems/plans. Contact DRS for more information.

For questions about this recruitment or to request reasonable accommodation in the application process, contact [e-mail] (Talent Acquisition Recruiter/HRC4) or 360-522-6304.

For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.