Executive Secretary - INTERNAL CCD - Tumwater

State of Washington; Tumwater (WA); On-site; USD 49,000 - 82,000; Full time

Job summary

State of Washington is seeking an Executive Secretary in the Community Corrections Division, located in Tumwater, WA. The role provides confidential administrative support to the Community Corrections Administrator and manages a range of program-related tasks with discretion and professionalism.

Responsibilities include coordinating projects, handling travel arrangements, and acting as a liaison with internal and external stakeholders.

Qualifications

• High school diploma or GED required.
• Five years' experience in upper-level administrative support with progressively responsible duties.
• Proven track record supporting executives at high level.
• Advanced proficiency in Word, Outlook, Visio, and SharePoint.
• Intermediate proficiency in Excel and PowerPoint.

Responsibilities

• Provide primary confidential administrative support and consultation for the Community Corrections Administrator and statewide programs.
• Coordinate and complete a wide variety of special projects and initiatives for the Administrator.
• Lead or independently manage projects as assigned.
• Provide administrative support to program administrators reporting to the Administrator.
• Identify, complete, and coordinate high-priority projects, including budgetary or legislative reports.
• Exercise independent judgment on administrative matters and research operating methods and procedures.
• Ensure smooth workflow and timely task completion.
• Maintain policy familiarity and professional, confidential tone for the Administrator and programs.

Skills

Executive support

Confidentiality

Communication

Judgment

Research

Education

High school diploma or GED

Tools

Word

Outlook

Visio

SharePoint

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, and apply!

• Provide primary confidential administrative support and consultation for the Community Corrections Administrator and the statewide programs in the Administrator's command.
• 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.

Act as the office liaison between the Community Corrections Administrator and those seeking/providing information, input, and authority.

• 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.

Coordinate all personnel matters for statewide programs requiring the Community Corrections.

• 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.

Provide support to the Community Corrections Administrator for budget matters related to the programs in the Administrator's command.

• 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.

The ideal candidate will also possess the following knowledge, skills, and abilities (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