Job Description
Administrative Assistant 4 Full-Time Permanent Position Stafford Creek Corrections Center (SCCC) Aberdeen, WA The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 4 for the Superintendent's Office at the Stafford Creek Corrections Center in Aberdeen, Washington.
**Note: This recruitment may be used to fill current and future non-permanent and permanent vacancies, that may occur. **
If you are excited to make a difference in the lives of others and join a team that works towards a meaningful purpose, apply to be an Administrative Assistant 4 at SCCC with the Department of Corrections (DOC).
AGENCY PROFILE:
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 opportunities to continue building your career with us.
Apply today to join our team and start making a real difference in your community!
Application Process Begin your application process online at :
Click the green 'Apply' button on the job posting and sign in or create an account.
Complete your application.
Please be sure to attach the following to your application: A cover letter outlining how you meet the qualifications for this position,
A detailed chronological resume,
A copy of your unofficial college transcript (if using college credits or degree to qualify for position) and
At least (3) three professional references.
Click "Accept & Submit" to submit your application.
Incomplete application packages may disqualify an applicant from the application process.
We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified, and documentation may be required. The initial screening will be solely based on the contents and completeness of the application materials submitted.
Under the direction of the Superintendent at SCCC, this position exercises independent judgement to perform high level confidential administrative functions of a complex nature as delegated by the Superintendent. This position maintains the confidentiality of all matters relative to the operation of a correctional facility which employs approximately 500 staff and houses 2000 adult incarcerated individuals and supports the mission of the agency "to improve public safety by positively changing lives" through direct administrative, office management, public relations and executive secretarial functions for the Superintendent.
As the Administrative Assistant 4 for the Superintendent's Office some of your duties will include:
Confidential Administrative Support to the Appointing Authority: 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. Back up support to Public Information/Public Disclosure/Legal Liaison operation: Assist employees with Requests for Defense and completion of Memo of Involvement; ensure employees are responding within the legal timeframes; and provide responses to request for information and public disclosures. Serve as the facility Login ID Coordinator (LID): Maintain staff information included in Outlook.
Maintain facility distribution list.
Provide assistance and arrange for certifications for staff interpreters qualified for Limited English Proficiency (LEP) services. What we need (required qualifications):
High School Diploma or equivalent.
Four years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.
*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.
Knowledge, Skills and Abilities:
Intermediate level of proficiency in Microsoft Word and Microsoft Outlook.
Basic level of proficiency in Excel and PowerPoint.
Developing level of proficiency in Microsoft SharePoint, Visio, and Teams.
Ability to maintain high level of professionalism, personal and ethical conduct.
Proven ability to effectively communicate both verbally and in writing.
Be privy to confidential information and maintain confidentiality.
Demonstrated ability to work and make decisions independently.
Perform responsible administrative support work with dependability, accuracy, efficiency, with little supervision.
Provide varied, responsible secretarial and office administrative work requiring the use of tact and discretion.
Respond to and effectively prioritize multiple tasks, phone calls, customer requests and other miscellaneous demands as necessary for assigned responsibilities.
Understand and carry out oral and written directions.
Work closely with detailed information for extended periods of time.
Required to accomplish tasks with multiple interruptions each day.
What will make your application stand out (preferred qualifications):
Bachelor’s degree in business administration, public administration or closely allied field. (Degree must be obtained from an accredited college or university whose accreditation is recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA), or foreign equivalent.) - AND - two (2) years of administrative assistance experience.
Five (5) years' experience in an upper-level administrative support position with progressively responsible experience in office/clerical, secretarial or general administrative work – AND - Supervisory experience (3 years' experience supervising employees).
Knowledge, Skills and Abilities:
Advanced level of proficiency in Microsoft Word and Microsoft Outlook.
Intermediate level of proficiency in Excel and PowerPoint.
Intermediate level of proficiency in Microsoft SharePoint, Visio, and Teams.
Ability to identify available resources and conduct thorough and extensive research, track and follow timelines.
Ability to establish and maintain cooperative working relationships.
Demonstrated ability to build and maintain effective internal and external working relationships.
Demonstrated competence and applied professionalism to speak on behalf of the Senior Management.
Demonstrated ability to analyze and solve problems under highly stressful or adverse situations.
Ability to lead others, gain cooperation and build/maintain trust.
Demonstrated time and project management skills.
Special Requirements/Conditions of Employment:
Maintain regular and reliable attendance.
Complete a felony disclosure form prior to employment and submit to a criminal background check.
Successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service and other required training.
Provide physical residential address and home telephone number to the Department of Corrections.
Become familiar and comply with all Department policies and procedures and Collective Bargaining Agreements as applicable.
Submit to drug testing in accordance with Collective Bargaining Agreement and agency policy.
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:
Please include a minimum of three (3) professional references with your application.
A background check including criminal record history will be conducted prior to a new hire.
Employees may work directly with or near incarcerated individuals in a potentially hazardous setting.
We are committed to maintaining a drug and alcohol-free work environment.
Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation.
Animal care projects are a common component of most Washington State prisons.
Tuberculosis (TB) is a priority health issue for DOC employees.
Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application.
DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9.
Telework Details:
This position may be allocated for telework. Work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time.
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.
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Job Tags
Permanent employment, Full time, Immediate start, Remote job, Felony friendly, Flexible hours,