Job Description

Description

Administrative Assistant 4

Full time/Permanent

Tumwater WA

Monthly Salary Range: $4542 - $6107

The Headquarters Health Services Unit supports the agencies mission through application and development of department policies regarding medical services designed to improve individual health and improve public safety and through the provision of services to incarcerated individuals and community supervised individuals across the continuum.

This position acts as the principal assistant in administrative matters to the Substance Abuse Recovery Unit- Operations which provides treatment to over 7000 incarcerated inmates or individuals on community supervision per annum. This position performs a variety of administrative/secretarial duties support services and complex projects and assignments such as establishing and ensuring accurate electronic or manual record keeping systems. This includes but is not limited to treatment and project management functions in support of the Administrator contractor and other unit members - supports operations interpret/explain applicable laws/rules/regulations/policies/procedures recommend strategies for improving program/process efficiency draft correspondence and exercise delegated signature authority on behalf of the SARU Administrator. Manage calendars/schedules and act as alternate Public Disclosure Coordinator Liaison to the Contracts Department and the alternate LID Coordinator for the HQ SARU operations.

Application assessment will be ongoing and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicants advantage to apply as early as possible.

This recruitment could be used to fill multiple permanent or non-permanent positions.

Duties

Provide direct administrative support to the Substance Abuse Recovery Unit Administrator unit staff and unit/contract staff.

• Assists in the coordination and completion of a wide variety of special projects and initiatives that are assigned to or initiated by the SARU Administrator Operations providing information needed for decision making. Will act as lead and/or assume sole responsibility in projects as assigned. Provides administrative support to program managers/specialists who report directly to the SARU Administrator including contract staff and program managers.
• Assists in the coordination and completion of a wide variety of special projects and initiatives that are assigned to or initiated by statewide SARU Administrator providing information needed for decision making. Will as lead and/or assume sole responsibility in administrative projects as assigned.
• Ensure smooth and consistent workflow and timely completion of tasks. Receives and screens phone calls using discretion when providing information. Exercises a level of knowledge experience and familiarity of SARU program policy statute program details and practice while setting a professional and confidential tone for Substance Use Disorder Treatment programs SARU Administrator and SARU staff as needed or assigned.
• Prioritizes the Administrators time to include meetings and appointments. Makes program related travel arrangements to include flight rental car etc. Electronically submits reimbursement and/or travel advances in the Travel Expense Management System (TEMS) for the SARU Administrator and statewide SARU staff. Monitors correspondence to ensure it is responded to by an appropriate staff in a timely manner which includes drafting and finalizing correspondence for appropriate signatures. Has delegated signature authority for the SARU Administrator and identified SARU staff. Independently identifies completes and coordinates specialized high-priority projects to include budgetary and legislative reports. Investigates and researches collects and develops data and information for the SARU Administrator.
• Develop information tracking methods and procedures to ensure that current project/program information is available.
• Independently research and investigate operating methods and procedures. Develop efficiencies whenever possible in administrative methods.
• Use independent judgement to make decisions and takes necessary action on administrative matters. Draft correspondence manage schedule/calendar and exercise delegated signature authority on behalf of the SARU Administrator. Track and ensure completion of official correspondence.
• Represents and communicates on supervisors behalf at meetings
• Investigates and researches data and information for DOC managers and administrators related to budget contracts and special projects.
• Acts as the single point of contact for correspondence for the SARU contract staff providing services in all prison facilities and work releases across Washington State. Distributes all correspondence to include local and state legislative changes licensing requirements and contract service expectations. Acts as the single point of contact for 30 separate contracting agencies.

Coordinate all contract personnel matters for the SARU requiring the Administrators attention.

• Develop and maintain SARU Operations Unit Organizational Chart and serve as primary point of contact for Human Resources on personnel matters.
• Coordinate personnel actions including but not limited to position establishment recruitment/appointment separations etc.
• Monitors completion of staff performance and development plans for the SARU Administrator. Consults with Operations Unit supervisors/managers to ensure training and development planning for staff are consistent with resources in the budget. Coordinates DOC and contract staff training development planning and implementation.
• Receive notification from Health Services Executive Assistants and contract supervisors/managers of investigations. Develop a tracking system to log cases dates and timelines of investigations
• including status checks outcomes and contract staff involved. Provides investigators with assignment letters instructions incident reports and attachments. Assists in the coordination regarding the status of investigations; and may provide completed packets for review and distributes accordingly. Sets the action plan review meetings to discuss cases.
• Coordinates space management for 90 contract staff and their managers working with facility staff and DOC management personnel.
• Develops procedures related to SARU administrative policies and is able to interpret policies to minimize impact to other operational units.
• Processes and handles confidential information for a variety of DOC and contract personnel matters on behalf of the Administrator.
• Manage recruitment schedules interviews organize and maintain recruitment documentation reserves space and act as the primary point of contact with human resources and applicants.
• Prepares quarterly and annual SARU reports for grants and special projects Fact Sheets and Informational Publications for SARU leadership and DOC senior leadership.

Provide support to SARU Administrator Operations for budget matters related to Statewide Operations Unit and Contracts.

• Keeps the SARU Administrator informed on status of invoice amounts and budget balances and recommends adjustments as needed to align with fiscal year allotments.
• Track and monitor budget expenditures for the SARU statewide. Provide budgetary reports to SARU Program Managers and monitor expenditures. Coordinates the purchasing and maintenance of all equipment/supplies in the statewide operations of the SARU. Review and approve/deny supply orders based on needs and cost.
• Ensure that purchasing requests are accurate and contracts are processed and are timely.

Miscellaneous and logistics

• Other tasks as assigned

Qualifications

Required qualifications:

• High School Diploma or GED
• Four years of progressively responsible experience in office/clerical secretarial bookkeeping accounting or general administrative work. This experience must include demonstrated success in project management and developing efficiencies in office procedures.
• Intermediate level of proficiency in Outlook Microsoft Word Visio and SharePoint Microsoft Excel and PowerPoint.

Preferred/Desired Qualifications:

• Bachelors 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.

Supplemental Information

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 :

1. 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.
2. 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.
3. Peoples 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.
4. 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.
5. Supporting peoples success: Corrections is committed to our community understanding individuals instilling hope embracing change and providing opportunities.

IMPORTANT NOTES:

• 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 applicants 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 thedate of hire. 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 and . 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.
• (FOR RN POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-U. Step U is a longevity step and is typically gained six years after being assigned to Step T in your permanent salary range.
• (FOR ALL OTHER NON WMS POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.
• 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. does not use E-Verify; therefore we are not eligible to extend STEM-Optional Practice Training (OPT). For information please visit .

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 peoples 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
• 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!

Many DOC jobs are covered by the Public Safety Employees Retirement System (PSERS). If someone moves from a Public Employees Retirement System (PERS) eligible position to a PSERS eligible position they actually retire under two different systems/plans. For more information please contact the Department of Retirement System at: 1-.

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 or call at .

For TTY service please call the Washington Relay Service at 7-1-1 or 1-.

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