Administrative Assistant 3 – SCCC

Administrative Assistant 3

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 3 at the Stafford Creek Corrections Center in Aberdeen, Washington. 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 3 at SCCC with the Department of Corrections (DOC).

Stafford Creek Corrections Center is a 1,936-bed multi-custody facility located five miles west of Aberdeen, on the southern Washington Coast. There are seven living units for medium and minimum long-term custody incarcerated individuals and a restrictive housing unit for maximum-custody incarcerated individuals. SCCC was Washington State's first tobacco-free facility for both staff and incarcerated individuals.

Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all incarcerated individuals can learn to make choices that contribute to a safer society.

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 www.careers.wa.gov:
• 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 - A professional reference is identified 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.
• Click "Accept & Submit" to submit your application.

Incomplete application packages will 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.

Duties

Provides full confidential administrative support, and office management functions to the Associate Superintendent of Programs. Tasks include:

• Prioritizes and coordinates complex work assignments or projects assigned to the Associate Superintendent
• Coordinates and organizes the calendar for the ASP, schedules meetings, arranges travel and accommodations, and responds to invitations
• Formats, proofreads, and updates draft or edited versions of Operational Memorandums, memos, correspondence to and from the ASP, as well as meeting minutes.
• Independently delegates correspondence to the appropriate staff for review and response.
• Acts in supervisor's absence in matters concerning the administrative operations of the office.
• Keeps supervisor informed of significant and important items required their review.
• Screens and directs phone calls, answers generic questions on behalf of ASP.
• Collects and prepares documents for annual budget reviews, audits, staffing plans, and critical incident reviews.
• Respond to incarcerated individual correspondence on behalf of ASP.
• Update and maintain facility unit staffing phone list.
• Develops and maintains a logging and tracking system to ensure tasks assigned to the ASP are accounted for and completed in a timely manner.
• Act as the backup for administrative duties for all departments assigned to the ASP office.

Process facility visitor and guest access. Tasks include:

• Schedule facility visitors and facility tours.
• Submit information for NCIC Clearances and prepare Facility Guest Access Forms.
• Communicate visits and tours with facility staff.
• Provide escorts as needed.
• Makes arrangements for meeting rooms and provides agendas.

Organize meetings and facilitate groups as needed. Tasks include:

• Schedule and facilitate meetings as needed to include but not limited to:
• Local Family Council
• Tier Rep Meetings
• Certified Peer Support Specialist
• Collect agenda items, follow up on action items.
• Ensure all attendees are present, make contacts as needed.
• Take meeting minutes and submit once reviewed.
• Communicate professionally with co-chairs and de-escalate situations.

Manage room reservations and meeting spaces. Tasks include:

• Maintain a calendar for available program space for:
• P Building
• T Building Conference Room
• Visit Room
• Communicate with stakeholders regarding reserving spaces.
• Ensure program space is prioritized using the department's values and mission, as well as contractual obligations.
• Work as a back-up to complete callouts as needed.

Other duties as assigned

Qualifications

Required qualifications:

High school diploma or GED Knowledge of: office procedures and practices; business management practices; research methods and data collection; communication and correspondence practices Principles and practices of supervision Ability to: work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.

AND

Three years' of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work

OR

Formal education will substitute year-for-year experience.

Preferred qualifications:

Computer proficiency/knowledge to include but not limited to Word, Excel, Powerpoint, etc. Experience using fax machines, scanners, and copiers.

Supplemental Information

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:

• This recruitment may be utilized to fill more than one position.
• 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 applicant's 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,