Executive Secretary INTERNAL CCD Tumwater

Description

Executive Secretary
Community Corrections Division
Tumwater WA

Annual Salary: $81924.00

• This is an INTERNAL recruitment open to current permanent WA State Department of Corrections (DOC) employees only.

We are looking to fill a full-time permanent Executive Secretary vacancy within the Community Corrections Division (CCD). This exempt position reports to the Community Corrections Administrator at Headquarters located in 7345 Linderson Way SW Tumwater WA 98501.

The Executive Secretary will provide confidential administrative support to the Community Corrections Administrator in their role as the manager of all personnel matters related to their command. This position exercises delegated signature authority on behalf of the CCA and serves as the Public Disclosure Coordinator Legal Liaison to the Attorney Generals Office and the Login ID Coordinator for the programs in the Administrators command as needed. Work hours are Monday-Friday 8:00 am to 5:00 pm.

We are looking for teammates who share our vision of public service and are committed to an equitable and inclusive culture that fosters and inspires excellence while promoting innovation engagement and safety leading to better outcomes for our community and our agency. If you have a passion for service - review decide and apply!

HOW TO APPLY
Select the Apply button located at the top right corner of this posting. A complete application packet will include the following:

1. Online application. You must complete the online application including the Work Experience section. Your resume will not substitute for this requirement.
2. Cover letter. Regarding your interest in this position.
3. Resume. Detailed and chronological.
4. Three professional-level references. Current and recent supervisors are preferred with a valid phone number and email for each. Review the Supplement Information section for the requirements and definition of. References are contacted after the interview process.

Applicants wishing to claim Veterans preference should attach a copy of your DD-214 (member 4 copy) NGB 22 or signed verification of service letter from the United States Department of Veterans Affairs.

Do not include any personally identifiable information within your application packet such as personal photos drivers license or social security number. Incomplete application packages or see resume in lieu of the requested information may disqualify you from the process.

Duties

Provide primary confidential administrative support and consultation for the Community Corrections Administrator and the statewide programs in the Administrators command.

• Assist in the coordination and completion of a wide variety of special projects and initiatives as assigned to or initiated by the Community Corrections Administrator.
• Act as lead and/or assume sole responsibility in projects as assigned.
• Provide administrative support to program administrators/managers who report directly to the Community Corrections Administrator as needed.
• Independently identify complete and coordinate specialized/high-priority projects including budgetary and/or legislative reports.
• Use independent judgment to make decisions and take necessary action on administrative matters independently research and investigate operating methods and procedures.
• Ensure smooth and consistent workflow and timely completion of tasks.
• Exercise a level of knowledge experience and familiarity with policy statue program details and practice while setting a professional and confidential tone for the Community Corrections Administrator their direct reports and the programs in the Administrators command.
• Prioritize the Community Corrections Administrators time to include meetings and appointments.
• Manage travel arrangements and related reimbursements/requests for travel advances for the Community Corrections Administrator and for program administrators/managers and staff in the Administrators command as needed.

Act as the office liaison between the Community Corrections Administrator and those seeking/providing information input and authority.

• Interact with internal (e.g. budget Human Resources) and external (e.g. other correctional departments media citizens) stakeholders and respond on behalf of the Community Corrections Administrator.
• Research compose and/or edit reports and documents including responses to correspondence from individuals under Department jurisdiction their families other agencies and/or citizens of Washington State for signature by the Community Corrections Administrator Assistant Secretary or Governor. Monitor correspondence to ensure it is responded to by appropriate staff in a timely manner which may include drafting and/or finalizing correspondence for appropriate signatures. Has delegated signature authority for the Community Corrections Administrator.
• Exercise judgment in researching and answering incoming questions and concerns to be consistent with objectives and policies of the Department of Corrections (DOC) and Community Corrections Administrator requiring familiarity with operations and personnel.
• Serve as Legal Liaison Officer for programs in the Community Corrections Administrators command. Work with the Attorney Generals Office regarding tort claims lawsuits and litigation hold notices. Gather information for Attorney Generals Office on cases that are filed against the Department.
• Coordinate response to public records requests and provide requested information to the Public Disclosure Unit.

Coordinate all personnel matters for statewide programs requiring the Community Corrections.

• Process and handle confidential information for a variety of personnel matters on behalf of the Community Corrections Administrator and serve as primary point of contact for Human Resources on personnel matters.
• Coordinate personnel actions including position establishments recruitments/appointments separations etc.
• Track staff changes in tracking database update email distribution lists contact lists and phone rosters.
• Manage recruitments schedule interviews organize and maintain recruitment documentation reserve interview space and act as primary point of contact with Human Resources and applicants.

Provide support to the Community Corrections Administrator for budget matters related to the programs in the Administrators command.

• Keep the Community Corrections Administrator informed on status of budget balances and recommend adjustments as needed to align with fiscal year allotments.
• Assist in coordinating and compiling FTE data for use in fiscal budget analysis for programs in the Community Corrections Administrators command.
• Track and monitor budget expenditures for the programs in the Community Corrections Administrators command.
• Serve as Purchase Card Coordinator for Community Corrections Administrators command.
• Receiverequests for use of purchase card obtain necessary approvals and maintain log of purchases.
• Coordinate the purchasing and maintenance of all equipment/supplies for programs in the Administrators command.

Other duties as assigned.

Qualifications

Required Qualifications

• High school diploma or GED equivalent.
• Five years experience in upper-level administrative support position with progressively responsible experience in office/clerical secretarial or general administrative work.
• Demonstrated success in holding progressively higher-level administrative support positions for executives.
• Advanced level of proficiency in Microsoft Word Outlook Visio and SharePoint.
• And an intermediate level of proficiency in Microsoft Excel and PowerPoint.

The ideal candidate will also possess the following knowledge skills and abilities (KSAs):

• Maintain regular and reliable attendance.
• Proven ability to maintain confidentiality of information.
• Effective verbal and written communication skills.
• Demonstrated competence and applied professionalism to speak on behalf of the Administrator.
• Ability to research accumulate organize and communicate technical information both orally and in writing using various technologies such as telephone electronic mail and other electronic equipment.
• Ability to prepare correspondence write in complex sentences and use proper punctuation and grammar.
• Ability to represent the Administrator at meetings conferences and/or conventions speaking for the Administrator on agency matters.
• Ability to lead others gain cooperation and build and maintain trust.
• Demonstrated ability to build and maintain effective internal and external working relationships.
• Demonstrated ability to work and make decisions independently.
• Effective time and project management skills.
• Demonstrated resourcefulness.

Desirable 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.
• And the following KSAs:
  • In-depth knowledge of the Department of Corrections and its Mission policies programs operational structure and current agency initiatives to include legislation.
  • Working knowledge of Records Retention schedules.
  • Ability to work with staff effectively providing for professional growth and development and performance accountability.
  • Good knowledge of management practices and responsibilities.
  • Ability to use data for planning evaluating quality of practices and communicating performance and results.
  • Ability to conduct thorough and extensive research and a knowledge of available resources and where/how to access them.
  • Ability to assess program performance from the customers point of view and maintain communication with customers to determine if needs are being met.
  • Demonstrated ability to analyze and solve problems under highly stressful or adverse situations and strive for development of best practices.
  • Ability to utilize active listening skills and critical thinking to assess problems and arrive at viable solutions.
  • Ability to develop and use technology and computer systems to improve efficiency accuracy and work quality.
  • Ability to remain calm and rational while handling difficult situations to include but not limited to volatile threatening or other crisis/emergency situations.
  • Ability to work positively with change adapt to new requirements and promote the same in staff and colleagues.

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.

For more information about our agency visit our Mission & Vision.

The WA State Department of Corrections (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:

• References: A minimum of three professional references with a valid email and phone number for each is required. Although current and recent supervisors are preferred 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 include non-related professionals such as educators or other professional associates. If you are entering your references in the online application (preferred) complete the following fields:
  • First and Last name
  • Title (include their relationship to you for example: Field Administrator former supervisor)
  • Phone
  • Email
  • Address Line 1 (list the name of the references organization)
• Salary is based on skills and abilities that apply to the primary functions of the role and/or years of experience and is decided at the time a final offer of employment is made. The salary range listed in the job posting includes steps A-M. Within a permanent salary range step M is a longevity step it is typically gained six years after being assigned to step L.
• Work with or near incarcerated or supervised individuals: This position may work directly with or near incarcerated or supervised individuals in a potentially hazardous setting. Take this into account before applying.
• 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 you could expect in this position.
• 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 Form I-9s list of acceptable documents. Note: DOC does not use E-Verify. We are not able to partake in STEM Optional Practice Training (OPT).

• Foreign equivalent degrees: If your degree was awarded outside the United States you may be required to provide a credential evaluation report if your education is used to meet the minimum requirements. Request a report from and .

• Exempt position: This position is exempt from civil service law.

Telework Details
This position may be allocated for telework up to two days each week. Employees must use a reliable internet or cellular hotspot service at an authorized location within the state of Washington. Employees with an approved telework agreement in place are expected to perform assigned duties in a safe manner take proper care of all state-issued equipment and maintain confidentiality. You will be required to commute to a DOC facility or field office as business requires which may include components of the onboarding and training process. Details will be provided upon hire.

What We Offer
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 a generous retirement plan and comprehensive family insurance for medical dental and vision additional perks might include:

• Fourteen to twenty-five paid vacation days per year (depending on years of service and in accordance with the collective bargaining agreement (CBA) if a represented position)
• Eight hours of paid sick leave per month
• Twelve paid holidays per year (includes one personal holiday)
• One personal leave day per year (in accordance with the CBA)
• Flexible Spending Account (FSA)
• Dependent Care Assistance Program (DCAP)
• Deferred CompensationProgram (DCP)
• And more! Visit our benefits page for more information.

Retirement Options

• PERS: State employees are members of the Washington Public Employees Retirement System (PERS). New employees have the option of two employer-contributed retirement programs within PERS. For additional information refer to the Department of Retirement Systems or call .
• PSERS: Many positions within DOC are covered by the Public Safety Employees Retirement System (PSERS). If someone moves from a PERS-eligible position to a PSERS-eligible position they will retire under two different systems/plans. Contact DRS for more information.

For questions about this recruitment or to request reasonable accommodation in the application process contact (Talent Acquisition Recruiter/HRC4) or . Make sure you reference the recruitment/job # listed above it begins with 2026-.

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

Required Experience:

Exec