Administrative Assistant 3 - INTERNAL Interstate Compact - Tumwater

Administrative Assistant 3 (AA3)

Community Corrections Division Tumwater, WA [Teamsters Monthly Salary Range 43: $4,821.00 to $6,452.00] This is an INTERNAL recruitment, open to current, permanent WA State Department of Corrections (DOC) employees only. DOC's Mission is to improve public safety by positively changing lives. We are looking to INTERNALLY fill a full-time, permanent Administrative Assistant 3 (AA3) vacancy within the Community Corrections Division (CCD). This position provides higher level administrative support to the Deputy Compact Administrator for the Interstate Compact Unit located at Headquarters, 7345 Linderson Way SW, Tumwater, WA 98501. Although this position is expected to telework up to four days each week, you will be required to report to the office as needed or expected. The Interstate Compact Unit's mission is to promote effective supervision strategies for individuals who transfer their felony supervision to or from another state. This position helps the Interstate Compact staff achieve the mission by coordinating schedules, managing files, ensuring deadlines are met, communicating with stakeholders, and providing ICOTS technical support to CCD. Work hours are 8:00 am to 5:00 pm, Monday-Friday. 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.

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, driver's license, or social security number. Incomplete application packages or statements such as'see resume' in lieu of the requested information may disqualify you from the process.

Duties

Provides support and assistance within the unit.

• Assist the manager with full confidential administrative, secretarial, and office management support.
• Attend all required trainings and adhere to Department policy and procedures.
• Enter and retrieve data from various database systems such as OMNI, Odyssey, OnBase, WATCH, SharePoint, JABS.
• Manage a multi-line phone system.
• Respond to inquiries from individuals, family members, city/county/state officials, stake holders and various agencies, while demonstrating independent judgement and knowledge of ICAOS rules, DOC policies and the Interstate Compact Unit's processes.
• Manage public disclosure requests, field files, and the unit's SharePoint and office inventory.

Provide assistance with ICOTS and OMNI caseloads and processes.

• Generate data, spreadsheets, charts, and assist with special projects.
• Assist with and manage ICAOS functions.
• Manage duplicate offender accounts.
• Track and manage Interstate Compact ORPs.
• Track prison releases.
• Manage and archive files.
• Assign cases in OMNI and ICOTS.
• Maintain roster of ICOTS assignment coordinators.
• Assist staff with ICOTS training and access.
• Provide backup to other positions in the Interstate Compact Unit.
• Assist the Deputy Compact Administrator with creating training tools.

Other duties as required.

Qualifications

Required Qualifications

• High school diploma or GED equivalent.
• Three years of clerical experience that required keyboarding and/or typing.
• Basic knowledge of Microsoft Word, Excel, and Access.

The successful candidate will also meet the following skills and abilities of the position:

• Maintain regular and reliable attendance.
• Must respect and maintain confidentiality.
• Ability to assist individuals with various criminal backgrounds.
• Ability to efficiently process data.

Desired Qualifications

• Experience with ICOTS.
• Experience working in a correctional field office.
• Intermediate knowledge of Microsoft Word, Excel, and Access

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 Washington 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.

• This recruitment may be used to fill more than one position. If this position is represented by the Washington Federation of State Employees (WFSE), this recruitment may be used to fill additional positions up to sixty days after all listed positions have been filled.
• 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 reference's 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.
• Background and criminal record history checks will be conducted prior to employment. Information gathered may not preclude employment, but it will be considered in determining your suitability for the position.
• Pre-employment drug test: A drug test may be administered as part of the pre-employment process. Applicants who test positive for a controlled substance may 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 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-9's 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. Reports can be requested from and
• Represented Position: This position is represented by Teamsters Local Union 1