Administrative Assistant 1 - SCCC

State of Washington•Grays Harbor County – Aberdeen, WA

3d•$3,936 - $5,213•Onsite

About The Position

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 1 at the Stafford Creek Corrections Center in Aberdeen, Washington. This role offers a full-time, permanent position with a salary range of $3,936-$5,213 monthly. The Stafford Creek Corrections Center is a 1,936-bed multi-custody facility located five miles west of Aberdeen on the southern Washington Coast. It includes seven living units for medium and minimum long-term custody incarcerated individuals and a restrictive housing unit for maximum-custody incarcerated individuals. SCCC was Washington State's first tobacco-free facility for both staff and incarcerated individuals. The Washington State Department of Corrections offers professional staff a high degree of personal satisfaction by creating environments where incarcerated individuals can learn to make choices that contribute to a safer society. The agency is dedicated to offering opportunities for career advancement and personal growth, with benefits including flexible schedules, comprehensive compensation packages, and training and development opportunities.

Requirements

High School graduation or equivalent
Two (2) years of increasingly responsible office experience requiring keyboarding or typing
Proficient computer skills using Microsoft Office software (Outlook, Word, Excel, Teams, SharePoint) or similar software
Demonstrated ability to maintain confidentiality and professional integrity in work unit or office
Demonstrated ability to write clearly, factually, concisely and grammatically correct
Demonstrated ability to prioritize and complete tasks in accordance with established timelines, rules, policies and/or procedures.

Nice To Haves

Two (2) year or more years of experience communicating verbally and in written correspondence, with incarcerated individuals, co-workers, the public, and/or external agencies
One (1) or more years of experience independently performing complex secretarial assignments and projects requiring substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.
One (1) or more years of experience drafting professional correspondence.

Responsibilities

Provides confidential administrative, secretarial and office management functions for the Correctional Program Manager.
Performs complex secretarial duties such as independently prioritizing work, compiling reports, studies, applications, and developing, modifying, and/or maintaining data base management, office record keeping, or filing system(s).
Establishes office procedures, standards, and priorities.
Coordinates office operations.
Assists others by providing work guidance or direction but does not assign, instruct, and check the work of others on a regular and ongoing basis.
Screens, sorts, and distributes correspondence and phone calls to the appropriate staff.
Independently researches and compiles statistical data for preparation of reports and special projects.
Drafts correspondence for review and approval ensuring content is in compliance with policies/procedures.
Coordinates incoming and outgoing transports weekly, including screening of arrivals and unit placement for all individuals based off of screening criteria and available bed space.
Coordinates new arrivals attendance for New Incarcerated Individual Orientation weekly, including scheduling of facilitators and required materials.
Establishes weekly incoming and outgoing Incarcerated Individual transportation Unit housing assignments by monitoring the SCCC Complex Manifest and sending to Living Units along with additional work areas after screening of pre-established criteria.
Initiates action to ensure work unit and/or office goals are met.
Uses independent judgment to accomplish assignments or solve problems.
Resolves problems and responds to inquiries regarding procedures and services.
Develops new work methods, procedures, or strategies, or modifies existing work methods, procedures, and strategies to solve new or unusual problems.
Establishes or revises electronic or manual files.
Screens, prioritizes and distributes mail.
Formats transcription from rough draft.
Maintains records of incoming and outgoing correspondence and documents and follows up on work in progress.
Proofreads material making corrections for sentence structure, spelling, grammar, and punctuation.
Composes and/or keyboard/types letters, acknowledgments, notifications, confidential and sensitive materials, etc.
Evaluates costs for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects.
Assists with documents regarding visitation to include yearly Extended Family Visitation, regular visitation schedules and special visit tracking and scheduling.
Responds via CePrisons kiosk mailbox to incarcerated individuals for information, questions, comments and concerns.
Inventories and maintains donated clothing in storage closet to include tracking of release backpacks on a monthly basis.
Attends meetings, takes and transcribes meeting minutes; attends project development meetings with or for Correctional Program Manager (CPM) upon request.
Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading/downloading, creating footnotes and outlines and creating templates.
Uses spreadsheet and database software like (Access, Excel, PowerPoint, Publisher, Word) to develop and maintain records.
Prepares spreadsheets involving the development of formulas and graphs.
Combines files to create reports.
Uses graphics software and recommends appropriate display of information.
Performs electronic mail tasks.
Assists in reviewing, creating or updating Operational Memorandums to ensure adherence to Policies.