Administrative Assistant 4 - CG04 - HQ

State of Washington•Thurston County – Tumwater, WA

3d•Onsite

About The Position

The Administrative Assistant 4 supports the Department of Corrections Health Services Chief Nursing Officer and serves as a liaison between the Chief Nursing Officer, direct reports, and internal and external staff. The role performs varied administrative duties, manages complex assignments, and coordinates special programs. It also provides administrative support to other Health Services program areas, Regional Optometrists, and other administrative positions in the division. The position provides delegated administrative support, including handling routine communications, coordinating meetings and schedules, processing purchasing and personnel-related requests, tracking nursing audits and protocol concerns, supporting regulatory and accreditation compliance, and maintaining nursing website content. It coordinates records, research, correspondence, policy and protocol documentation, grievance responses, meeting minutes, action items, staff onboarding, performance development reviews, and public-disclosure or legal records requests. The role also manages the agency nurse process, including application and records review, background checks, communications, placement and contract tracking, and confidential documentation. Additional duties include supporting optometry-related administration, providing backup to other administrative staff, and answering the Health Services main phone line. The position is full-time and permanent, located at Headquarters in Tumwater, Washington. The salary range is $4,633–$6,229 per month. The role may involve working directly with or near incarcerated individuals in a potentially hazardous setting and requires respiratory protection procedures as applicable. Physical requirements include working in spaces, climbing stairs, walking long distances, and frequently lifting up to 30 pounds; rarely, lifting or carrying up to 50 pounds and pushing up to 100 pounds may be required.

Requirements

Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
High school diploma or equivalent.
Proficiency in Microsoft Outlook, Microsoft Office Suite, and Word.
Intermediate experience with Excel, Visio, PowerPoint, and SharePoint.
Ability to research, compile, organize, and communicate technical medical information orally and in writing using technologies such as telephone and electronic mail.
Ability to maintain confidentiality of information.
Ability to build and maintain effective internal and external working relationships.
Demonstrated effective communication skills.
Ability to interpret, understand, and apply public disclosure and litigation requirements to record collection.
Ability to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds; rare lifting or carrying up to 50 pounds and pushing up to 100 pounds may be required.
Must meet applicable respiratory protection requirements, including medical evaluation questionnaire, fit testing, training, and use of respiratory protection.
Must provide proof of identity and authorization to work in the United States without employer visa sponsorship now or in the future.
Must provide at least three professional references with phone numbers and email addresses as part of the application.
A background check, including criminal record history, will be conducted before hire.
A pre-employment drug test may be administered; applicants who test positive for controlled substances will be disqualified.
The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days of hire.
Foreign equivalent degrees awarded outside the United States must be accompanied by a credential evaluation report.

Nice To Haves

Broad and current knowledge of health service operations.
Knowledge of the ICS process for Emergency Response.
Knowledge of the legislative process and how public policy, political, and budget factors interact and have impact.
Demonstrated success in progressively higher-level administrative support positions.
Ability to achieve excellent results with little oversight in Health Services.

Responsibilities

Provide administrative support to the Chief Nursing Officer and act as a liaison with direct reports and internal and external staff.
Respond to emails using established guidance on behalf of the Chief Nursing Officer; facilitate and attend meetings on the Chief Nursing Officer’s behalf.
Schedule meetings for staff involved in nursing care across facilities, including meetings to evaluate and improve nursing care services.
Prepare routine correspondence, Office of the Corrections Ombuds (OCO) responses, grievance responses, and guidance based on applicable standards.
Process purchasing, timecards, travel, IT requests, continuing education requests, and tuition reimbursements on behalf of the Chief Nursing Officer.
Monitor nursing audits and protocol concerns at DOC correctional facilities and support regulatory and accreditation compliance.
Provide administrator-level support for SharePoint updates to the nursing website and maintain content as requested.
Log and track decision points across guidance documents, ensure consistency among protocols and requirements, format final documents, coordinate reviews, and communicate or post finalized documents.
Schedule and support calls with the Department of Health (DOH), Office of Financial Management (OFM), internal stakeholders, and external stakeholders; compile records for those calls.
Prepare schedules for the Chief Nursing Officer and positions reporting through the Chief Nursing Officer, including facility notices and patient consult scheduling as needed.
Manage calendar appointments, correspondence, signature requests, and purchase orders.
Research grievances and case-specific data in coordination with the Chief Nursing Officer; draft internal and external nursing communications as directed.
Collect, organize, and provide responsive records to Health Services legal and public disclosure officers as needed.
Take and transcribe minutes and track action items for Health Services nursing oversight and other division matters as requested.
Track, schedule, and develop performance development plan (PDP) reviews on behalf of the Chief Nursing Officer and maintain a supervisory file.
Support hiring and onboarding needs, including arranging equipment, space, and other staff requirements.
Assist in developing and integrating written policies and protocols to minimize risk.
Provide administrative support to Regional Optometrists, including tracking guidance decisions, coordinating calls and schedules, preparing routine correspondence, researching grievances, managing records, taking minutes, tracking action items, and reviewing or approving items as assigned.
Manage the agency nurse process, including application review, records requests, background checks, communications with agencies and facilities, and tracking placements and contracts.
Maintain confidential documentation, including staff occupational health records, and provide backup support for monitoring agency nursing contract billing and credentialing and licensure status of staff and contractors in medical positions.
Provide administrative backup to other AA4 positions, Executive Secretaries, and the Executive Assistant; assist with answering the Health Services main phone line.
Perform other duties as assigned to support the Division of Health Services.