Executive Secretary

Executive Secretary

Full Time/Permanent Tumwater, WA Salary: $81,924/yr

The Department of Corrections is seeking a highly organized, dependable, and professional Executive Secretary to join our team. As the Executive Secretary, this position is responsible for performing administrative and office management functions while supporting the Chief Medical Officer for the Health Services Division. This position provides technical and administrative support to aid in the management and coordination of DOC HS programs, the health care provided to incarcerated individuals, and to ensure agency priorities are met.

This position utilizes specialized knowledge and independent judgment to plan, prioritize and organize a diversified workload and to investigate and resolve problems related to HS programs. This position assists in managing operations to promote public safety.

This position establishes office procedures, standards, priorities and deadlines. This position initiates action to ensure work and office goals are met.

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 applicant's advantage to apply as early as possible.

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

Duties

Provide administrative support to the Chief Medical Officer and Deputy Chief Medical Officer and other senior and mid management as assigned.

• Acts as a liaison to expedite the flow of information to and from the Chief Medical Officer's office to the public, executive and statewide elected officials, various public, federal and state agencies, organizations, associations, legislative staff and the Governor's office.
• Requires extensive knowledge of the Department's organization, structure, operations and philosophy to respond to a broad range of questions and inquiries.
• Exercises a level of authority and independent judgment in the day-to-day operations of the Chief Medical Officer's office.
• Manages the Chief Medical Officer and/or Deputy Chief Medical Officer's calendar(s), this includes scheduling complex meetings/appointments, securing facilities/meeting locations, developing and coordinating meeting materials, including agendas and presentations.
• Coordinates notification for meetings and prepares agendas. Takes and transcribes meeting minutes and tracks action items for the FMD meeting and other meetings as required.
• Use independent judgement to accomplish assignments or solve problems and coordinate within the department or other agencies as needed. Reviews, screens, and prioritizes Chief Medical Officer and/or Deputy Chief Medical Officer's incoming mail, calls, voicemails, emails, visitor inquiries and responds on behalf of the supervisor when appropriate.
• Plans and prioritizes work to meet internal and external deadlines. Keeps the Chief Medical Officer and Deputy Chief Medical Officer apprised of deadlines and matters requiring review and/or attention.
• Develops written correspondence on behalf of the Chief Medical Officer and/or Deputy Chief Medical Officer, exercising signature authority on designated administrative matters.
• Provides staff with an open line of communication to the Chief Medical Officer and/or Deputy Chief Medical Officer.
• Complete all travel coordination and training request coordination on behalf of the Chief Medical Officer and their direct staff when appropriate.
• Makes decisions and acts on behalf of the Chief Medical Officer and/or Deputy Chief Medical Officer on administrative matters. As well as coordinating information sharing to keep supervisors appraised of updates and changes across the agency and internal to the division.
• Research and analyzes methods and procedures, programmatic and policy issues, and develops recommendations where appropriate.
• Support SharePoint site Administration and site building for medical/clinical sites
• Compose, edit and respond to confidential correspondence as assigned by the correspondence unit, or received from the incarcerated population, family members and/or the public.
• Investigates, researches and gathers information to personally respond to select items via written correspondence, Outlook, fax or telephone as directed.
• Compile and submit legal documentation requests on behalf of Chief Medical Officer and/or Deputy Chief Medical Officer.
• Develops responses for critical issues for the Chief Medical Officer such as the release of restricted information, gubernatorial inquiries, and labor relations matters.
• Maintains Organizational charts on behalf of the Chief Medical Officer and their direct reports.
• Serve as the main coordinator for HRSA hours and a backup or site certification.
• Serve as backup on WSAC site certification
• Serve as the Back Up National Practitioner Data Bank (NPDB) Administrator.

Administrative and technical support

• Provides duties such as equipment maintenance and ordering supplies, computers, cell phones, furniture and other equipment for the Chief Medical Officer.
• Monitors staff performance and development plans for the Chief Medical Officer.
• Communicate with DOC HR and Division Managers such as Health Services Administrators, Health Services Managers, Nursing Leaders, Facility Medical Directors, Program Directors, and Health Informatics Team.
• Explores and implements filing/retention efficiencies for the Chief Medical Officer's office.
• Prepare presentations for the Chief Medical Officer to present to staff.
• Works with HR to track and update personnel files.
• Use SharePoint, Microsoft Office, Excel and Adobe Pro as needed to manage and track information or research Department information.
• Coordinate interviews and participate in interview panels where appropriate.

Public Disclosure Requests

• Acts as the Point of Contact for the Health Services Division public disclosure requests.
• Gathers and responds to public disclosure requests as required.
• Reviews records to ensure they are responsive to the request based on the scope of the request and ensure redaction occurs as needed.
• Tracks and monitors requests as needed.
• Ensure adherence to record retention requirements.

Office Support / Other Duties

• As part of the support team, assists with general office duties such as reserving conference rooms, vehicles, and phone lines.
• Check mail for the health services division at headquarters and distribute mail for response.
• Participate in monthly HS support staff meetings and as a member of the Executive Secretaries' Group for the Agency.
• Perform project tasks and other research as assigned.

Other duties as assigned.

Qualifications

Required qualifications:

• HS Diploma or equivalent
• Three (3) years of progressive administrative assistant experience providing support to a mid-level manager or higher.
• Intermediate level proficiency in MS Office, Word, Outlook and Excel

Local and job specific competencies:

• Ability to research, accumulate, organize and communicate technical information both orally and in writing, using various technologies such as telephone, electronic mail and other equipment.
• Ability to prepare correspondence, write complex sentences, using proper punctuation and grammar.
• Ability to represent supervisor at meetings, conferences and/or conventions, speaking for him/her on agency matters.
• Ability to address or respond to agency or public groups on departmental functions and policies.
• Demonstrated success in holding progressively higher-level administrative support positions for executives.
• Demonstrated ability to effectively communicate in writing and verbally.
• Demonstrated ability to maintain effective internal and external working relationships.
• Demonstrated ability to maintain confidentiality of information.
• Demonstrated competence and applied professionalism to speak on behalf of executives.
• Effective time and project management skills.
• Demonstrated resourcefulness.

Preferred Qualification:

• Bachelor's degree in business administration, public administration or closely allied field from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council of Higher Education Accreditation (CHEA) or a foreign equivalent.
• Experience working in the state government as an administrative assistant to a mid-level or higher manager.
• Experience using SharePoint.

Knowledge of:

• State government organization and administrative procedures;
• Federal and local government functions;
• Office methods and procedures;
• Research methods and data collection;
• State budget development and contracting; and
• State and agency functional and personnel policies.

Supplemental Information

Mission: The mission of DOC is