Administrative Assistant 3

State of Washington•Pierce County - Gig Harbor, WA

1d•Onsite

About The Position

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 3 at the Washington Corrections Center for Women in Gig Harbor, Washington. This position supports the Associate Superintendent of Programs (ASP). The candidate of choice must be comfortable working in a Prison environment as you will be required to work in facility daily. This recruitment may be used to fill current and future non-permanent and permanent vacancies. Washington Corrections Center for Women (WCCW) is Washington State's largest correctional facility serving women and the state's multi-custody-level facility and Reception Diagnostic Center for women. WCCW serves individuals across minimum, medium, and close custody levels and operates within a complex correctional environment requiring strong collaboration among facility leadership, custody, programs, health services, legal partners, courts, families, community organizations, and other external stakeholders. Our mission at the Department of Corrections is to 'improve public safety by positively changing lives'. With more than 9,000 employees, we recognize that staff are our greatest asset, and the efforts of our dedicated workforce have garnered national recognition! Whether the work is inside a prison, out in the field, or an administrative office, DOC staff experience a high degree of personal reward knowing their efforts are creating an environment in which incarcerated individuals can learn to make choices that contribute to safer communities. Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all Incarcerated Individuals can learn to make choices that contribute to a safer society. Join our team to be part of an organization that is dedicated to offering opportunities for career advancement and personal growth!

Requirements

High school diploma or GED AND Three years’ of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work OR An Associate’s degree in business administration, public administration, or a closely related field may substitute for experience.
One year of experience as an Administrative Assistant 2 or two years as an Administrative Assistant 1

Nice To Haves

Ability to maintain confidentiality
advanced knowledge of OMNI system.
Computer proficiency/knowledge to include but not limited to Word, Excel, PowerPoint, etc.
Experience using fax machines, scanners, and copiers.

Responsibilities

Provides full confidential administrative support, and office management functions to the Associate Superintendent of Programs (ASP).
Prioritizes and coordinates complex work assignments or projects assigned to the Associate Superintendent
Coordinates and organizes the calendar for the ASP, schedules meetings, arranges travel and accommodations, and responds to invitations
Formats, proofreads, and updates draft or edited versions of Operational Memorandums, memos, correspondence to and from the ASP, as well as meeting minutes.
Independently delegates correspondence to the appropriate staff for review and response.
Acts in supervisor’s absence in matters concerning the administrative operations of the office.
Keeps supervisor informed of significant and important items required their review.
Screens and directs phone calls, answers generic questions on behalf of ASP.
Collects and prepares documents for annual budget reviews, audits, staffing plans, and critical incident reviews.
Respond to incarcerated individual correspondence on behalf of ASP.
Update and maintain facility unit staffing phone list.
Develops and maintains a logging and tracking system to ensure tasks assigned to the ASP are accounted for and completed in a timely manner.
Act as the backup for administrative duties for all departments assigned to the ASP office.
Has delegated authority for the IF Projects, Rotary Re-Entry and the Village activities under the ASP.
Primary point of contact to locate and schedule facility program rooms.
Schedule facility visitors and facility tours.
Submit information for NCIC Clearances and prepare Facility Guest Access Forms.
Provide escorts as needed.
Makes arrangements for meeting rooms and provides agendas.
Oversee and manage incarcerated individual (I/I) clerks as the Angel Network Library clerk.
Provides backup for AA3 I/I Employment Coordinator to the Correctional Program Manager (CPM)
Other duties as assigned