Senior Administrative Assistant - Corrections Office (Hybrid)

State of Washington; Gig Harbor (WA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Remote/telework/flexible schedules

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

Job summary

State of Washington's Department of Corrections invites applications for an Administrative Assistant 4 in the Superintendent's Office at Washington Corrections Center for Women, Gig Harbor. The role supports executive workflows within a correctional environment and requires handling sensitive information.

You will manage calendars, correspondence, travel, and meetings; review mail; prepare reports; coordinate with staff; and maintain records with discretion and professionalism.

Qualifications

• High School Diploma or equivalent.
• Four (4) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.
• Bachelor's degree in business administration, public administration or a closely related field substitutes for related experience.
• One (1) year as an Administrative Assistant 3
• Two (2) years as an Administrative 2.
• Note: Formal education and/or training in office or secretarial occupations, bookkeeping or accounting will substitute year for year, for up to one year of experience

Responsibilities

• Provide administrative office management, organize/direct workflow, monitor/track issues and assignments, provide status updates, ensure critical issues are addressed timely and assignments are completed on time
• Prepare correspondence for Superintendent including formatting transcription, recording minutes, composing/editing letters and exercising signature authority on administrative correspondence
• Arrange all travel/lodging, prepare travel authorization and track expenditures for Superintendent
• Maintain Superintendent's calendar/schedule including coordination of meetings and appointments
• Review, screen, prioritize and distribute incoming mail; review and identify critical correspondence for action, approval, and signature; remind assigned staff to respond to urgent communication or time sensitive deadlines
• Provide and oversee public relations in Superintendent's Office for a wide range of staff and visitors, greet/screen calls, disseminate information, serve as liaison with staff members and direct staff/visitors to appropriate resources as needed
• Establish, organize. and maintain paper and electronic files/records, manage all Superintendent archives per policy
• Research/compile data, prepare and/or edit routine and complex reports
• Coordinate with other facility/departmental staff members on administrative practices and procedures
• Utilize delegated authority to establish procedures and interpret and apply administrative policies to support the work of the Superintendent's office
• Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings representing the Superintendent
• Direct, prioritize, and coordinate special projects as assigned by Superintendent
• Exercise decision-making authority and use of good judgment in handling all matters on behalf of the Superintendent, employing discretion and confidentiality at all times
• Use delegated authority to approve purchases
• Review agency and division financial/budget reports, personnel reports and financial payments
• Gather and organize project information prior to release; organize new or updated procedure to project completion; develop operational templates for use in tracking projects
• Prepare background information necessary for meetings or correspondence
• Coordinate arrangements for meetings; screen, prioritize and distribute correspondence and facility documentation
• Review and coordinate supervisory reviews of policies and write cohesive responses to request for review
• Back up support to Public Information/Public Disclosure/Legal Liaison operation

Skills

Communication

Professionalism

Discretion/Confidentiality

Independent work

Time management

Education

High School Diploma

Bachelor's degree preferred substitutes experience

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

PowerPoint

SharePoint

Visio

Teams

Job description

State of Washington's Department of Corrections invites applications for an Administrative Assistant 4 in the Superintendent's Office at Washington Corrections Center for Women, Gig Harbor. The role supports executive workflows within a correctional environment and requires handling sensitive information.

You will manage calendars, correspondence, travel, and meetings; review mail; prepare reports; coordinate with staff; and maintain records with discretion and professionalism.