Administrative Assistant 2

Administrative Assistant 2 Washington State Penitentiary (WSP) Walla Walla, WA

The Department of Corrections (DOC) is seeking a highly motivated and qualified individual for the position of Administrative Assistant 2 at Washington State Penitentiary (WSP).

The Washington State Penitentiary is staffed 24-hours a day, 7 days a week. 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.

The Department of Corrections (DOC), as a partner in the criminal justice system, enhances public safety, administers criminal sanctions and programs in accordance with the law and provides leadership for the future of corrections in Washington State. The Washington State Penitentiary (WSP) is comprised of 4 Close Custody Units, 3 Special Housing Units, 2 Intensive Management Units, 2 Medium Units, 2 Minimum Housing Units and a Hospital. In all, WSP houses approximately 2,000 incarcerated individuals and employees approximately 1,000 staff. DOC is an organization that respects individuals for their unique qualities and strives to create a safe environment for individual uniqueness.

A completed application packet will include:

• A detailed resume, as a separate attachment
• A cover letter regarding your interest for this position with our agency, as a separate attachment
• Three professional references
• A copy of college transcripts, if applicable

Duties

The incumbent(s) will perform complex administrative support duties such as independently planning, organizing, and prioritizing work, compiling reports, developing, modifying, and/or maintaining data base management, office record keeping and filing systems, establishing office procedures, standards, priorities, and deadlines, and coordinating office operations.

The individual in this role will initiate action to ensure the work unit and/or office goals are met and will have frequent contact with clients, the public, staff members from other departments and other stakeholders.

Exceptional communication skills will be essential in this role as this person will face challenging interactions with individuals who may be upset, confused, demanding or otherwise difficult people at times.

Duties include but are not limited to: Provide Clerical and Administrative support by:

• Formatting transcription from rough drafts. Take meeting minutes, compose, and type letters, meeting notices, and agendas. Proofreads material making corrections for grammar, punctuation, spelling, and basic sentence structure.
• Performing complex work processing tasks such as merging and sorting, integrating text with graphics, spreadsheets, and database files, uploading/downloading and creating footnotes and outlines, statistical software packages, prepares spreadsheets involving the development of formulas, combines files to crate reports, uses graphics software and recommends appropriate display of information.
• May be required to use various operating systems and software.
• May be required to produce technical manuscripts.

Planning, Organizing, Preparing, and Prioritizing by:

• Maintains Supervisor's calendar and makes appointments.
• Schedules, arranges, and prepares for meetings.
• Provides information related to supervisors planning, organizing and operation of the department.

Coordinates Office Operations by:

• Relaying messages and instructions from the supervisor to others.
• Ordering supplies and equipment from General stores, TRACKS system, and other ordering systems as necessary.
• Establishing and maintaining office procedures, standards, priorities, and deadlines.
• Establishing, maintaining, and revising electronic and/or manual hard copies of files and manuals.

Reports, Record Keeping, and Database Management by:

• Maintaining records of incoming and outgoing correspondence and documents and follows-up on work in progress as at the direction of the supervisor.
• Uses spreadsheets and database software to develop and maintain records.
• Compiles and produces reports, studies, manuscripts, applications, financial statements, schedules, testing material, evaluations, and other documents.

Qualifications

Required: High school diploma or GED equivalent AND Two (2) years of increasingly responsible office experience requiring keyboarding or typing. Desired/Preferred:

• Knowledge of: basic administration procedures; office practices; correspondence preparation; state and departmental policies; application of positive management philosophies, procedures and practices.
• Ability to: effectively plan and conduct the basic operations of an office; prepare coherent and meaningful reports; write clearly and effectively; work with others in a diverse environment in developing programs and operational plans.
• At least one (1) year of experience as a personal secretary, executive or administrative assistant.
• At least one (1) year of experience working in an adult corrections environment.
• Skilled competency with digital computer software such as Microsoft Office, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Publisher, and Microsoft PowerPoint.
• At least a fundamental understanding of the use and operation of modern computer technology.
• Ability to work independently with little to no supervision.
• Ability to independently plan, organize, complete and prioritize work, monitoring progress to establish or meet established office procedures, standards, and deadlines.

Supplemental Information

To be considered for this position, please attach a professional resume and a letter of interest (preferably no more than two pages) describing how you meet the qualifications and why you are an ideal candidate for this position.

The mission of DOC is Improving public safety by positively changing lives

For additional information about the agency, please visit doc.wa.gov.

IMPORTANT NOTES:

• Please include a minimum of three 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.
• Phone number AND email address are required for all professional references.
• Prior to a new hire, a background check including criminal record history will be conducted. 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 in close proximity to 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 the date of hire. When positive tests result, further information, testing and treatment may also be required. Employment is not contingent upon test results.
• This position may be represented by a Union Shop.

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, genders, sexual orientations, gender identity, gender expression, and social, ethnic and cultural backgrounds.
• Respectfully acknowledge people's differences and recognize these differences as important and valuable.
• Promote inclusiveness.
• Be culturally sensitive and appropriate.
• Respect and value diverse backgrounds and traditions.

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.