Remote Healthcare Administrative Professional

Administrative Assistant 3 (AA3)
Full Time, Non-Permanent (Internal applicants only)
The mission of the Washington State Penitentiary (WSP) Health Services is: "To provide medical, dental, and mental health services consistent with the provisions of Department of Corrections (DOC) Offender Health Plan." Under the direct supervision of the RN4, this position provides support by independently prioritizing and coordinating office operations and work assignments for the RN4 to meet internal and external deadlines. Participates in planning meetings and may attend meetings on supervisor's behalf, presenting supervisor's position. Provides interpretation of explanation of supervisor's policies or viewpoints. The incumbent will facilitate Health Services facility clearances requiring entry to the Health Services Building for nursing purposes and act as the backup for other clearances when needed ensuring DOC protocol is followed. Duties also include answering phones, scheduling meetings, arranging travel and expense reimbursements for all nursing staff. Create & compile the Nursing Schedule, including all annual vacation segments that were approved and adding in all the approved supplemental leave for the next month, by the 15th of the month for the next month, develops and posts the voluntary overtime signup sheet by the 15th of the month for the next month. Coordinates coverage for scheduled absences for nursing staff to include coordination of nursing absences for Continuing Education Units. May assist with other tasks as assigned by the administrative team. The incumbent in this position may also assist other health services supervisors as time allows and may also perform other delegated administrative duties as needed as a positive member of overall team of Correctional Health Service Support staff.

Application assessment will be ongoing, and the hiring authority reserves the right to offer the position at any time during the recruitment process. This recruitment could be used to fill multiple permanent or non-permanent positions."

Primary administrative support for Registered Nurse 4, RN3 and other Health Services Manager/Supervisors as needed

Independently prioritize and coordinate office operations and work assignments of projects assigned to the RN4 to meet internal and external deadlines.

Performs projects and other administrative services as delegated by the RN4 or as requested by other Health Services managers or supervisors by providing administrative services and general assistance to facilitate their work and relieve them of secretarial details, i.e. composing and/or typing correspondence, memos, employee evaluations positions descriptions, etc.

Edits/revises updates weekly duty officer packet to include updated policies and procedures for all nursing health and nursing procedures for the weekly HSB duty officer.

Collecting and maintains CPR/CEU records for nursing staff to include, logging current CPR training records and continuing education units necessary for maintain licensure requirements by Washington State for licensure in compliance with policy 880.130.

Travel: Request and complete all travel for RN3, RN3, and RN4 positions by following the employee travel process. Ensure all receipts are collected and submitted with appropriate reimbursement paperwork. Instructs medical staff on any new programming and new processes as they arise.

Nursing Schedule: prepares, drafts, organizes and fills the roster for the nursing team, in accordance with the Teamsters 117 Collective Bargaining Unit and in consultation with the Rn4 and Rn3’s.

Analyzes and determines most cost-effective coverage for nursing assignments, keeping schedule up to date, prepare, organize, and ensure assignments are in compliance with the Teamsters 117 collective bargaining agreement, House Bill 1290, DOC 880.130 Continuing Education Policy (required by Washington State nursing licensure) regarding assignment, etc. Reviews nursing schedule for requested time off to attend Continuing Education Unit Training. Training: Schedule new hires for orientation for nursing assignments, with the coordinating shift designated RN3. Schedule and arrange coverage, and creating alternate work schedule form, for nursing staff to attend mandatory Annual-In-Service training in compliance with DOC standards.

Review supplemental leave requests and communicate with RN3 designee if coverage is available in accordance with Teamsters 117 Collective bargaining act, mandated ten (10) step checklist requiring scheduler to exhaust all steps in finding coverage for open shift.

Unscheduled Leave: For NA-C, MA-C overtime (involuntary/voluntary), utilization of Article 17 of Teamsters collective bargaining act to find coverage for open shift.

Posting monthly nursing voluntary overtime sign up sheets by the 10tyh of each month collecting all on-call nursing staff availability by the 10th of each month.

High School diploma or GED equivalent

3 years of progressively responsible experience in clerical/office, secretarial, or general administrative work experience.

People Management- Meets regularly with each employee to set and clarify expectations and provide feedback and coaching. Uses formal and informal methods to monitor and track each employee’s performance. Deals promptly with performance problems by working with staff to diagnose problems, develop solutions, and monitor progress. Haas the knowledge and will take effective action with employees with performance coaching efforts fail and situation warrants. Conducts quality performance appraisals on time. Managing for results - Establishes performance expectations and goals for his/her team that are specific and measurables and accepts personal responsibility for results. Ensures that each member of his/her team has the resources and tools to meet performance expectations. Meets regularly with team and talks about team performance and ways to improve.

Knowledge of medical terminology

Keyboarding or typing accurately at a net speed of 50 wpm

Experience and proficiency with Microsoft 365, Microsoft Word, Microsoft Excel, Microsoft PowerPoint.

Working together for safer communities.

Corrections values partnership and trust. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.

Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.

Corrections is committed to our community - understanding individuals, instilling hope, embracing change, and providing opportunities.

therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). 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.

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. 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.

When positive tests result, further information, testing and treatment will also be required. This position may be represented by a bargaining unit.

Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. 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, lifestyle preferences and social, ethnic and cultural backgrounds.

Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

Remote/telework/flexible schedules (depending on position)

12 paid holidays a year

Generous retirement plan

Flex Spending Accounts

Dependent Care Assistance

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems web site.

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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email kathey.J-18808-Ljbffr Washington State Liquor And Cannabis Board