Administrative Assistant 4

State of Washington•Walla Walla County - Walla Walla, WA

1d•Onsite

About The Position

The Department of Corrections (DOC) is seeking a highly motivated and qualified individual for the position of an Administrative Assistant 4 at Washington State Penitentiary (WSP) located in Walla Walla, WA. The Washington State Penitentiary is staff 24-hours a day, 7-days a week. 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 offenders can learn to make choices that contribute to a safer society. The Department of Corrections, as a partner in the criminal justice system, enhances public safety, administers criminal sanctions and programs in accordance with the law and provides leadership for the future of corrections in Washington State. The Department consists of the Office of the Secretary, Prisons Division, Community Corrections Division, Administrative Services Division, Health Services Division, Communications Department and Risk Management Department. The Washington State Penitentiary is comprised of 4 Close Custody Units, 3 Special Housing Units, 2 Intensive Management Units, 3 Medium Unit, 2 Minimum Housing Units and a Hospital. In all, WSP houses approximately 2,000 offenders and employees approximately 1,000 staff.

Requirements

High School Diploma or equivalent AND Four (4) years of progressively responsible experience in office/clerical, secretarial or general administrative work -OR- Associates degree AND Three (3) years of progressively responsible experience in office/clerical, secretarial or general administrative work -OR- Two (2) years as an Administrative Assistant 3(AA3)
Formal education may substitute year-for-year of experience.
Intermediate level of proficiency in Microsoft Word and Microsoft Outlook
Basic level of proficiency in Excel and PowerPoint
Developing level of proficiency in Microsoft SharePoint, Visio, and Teams.
Demonstrated ability to maintain high level of professionalism, personal and ethical conduct.
Proven ability to effectively communicate verbally and in writing.
Proven ability to maintain confidentiality of information
Demonstrated ability to work and make decisions independently.
Perform responsible administrative support work with dependability, accuracy, efficiency, with little supervision
Provide varied, responsible secretarial and office administrative work requiring the use of tact and discretion.
Respond to and effectively prioritize multiple tasks, phone calls, customer requests and other miscellaneous demands as necessary for assigned responsibilities
Understand and carry out oral and written directions.

Nice To Haves

Bachelor's degree in Business Administration, Public Administration or closely allied field.
Two (2) years of administrative assistance experience OR Five (5) years' experience in an upper-level administrative support position with progressively responsible experience in office/clerical, secretarial or general administrative work
Supervisory experience (3 years' experience supervising employees)
Advanced level of proficiency in Microsoft Word and Microsoft Outlook
Intermediate level of proficiency in Excel and PowerPoint.
Intermediate level of proficiency in Microsoft SharePoint, Visio, and Teams.
Learn, interpret, and apply administrative and departmental policies and procedures.
Ability to identify available resources and conduct thorough and extensive research, track and follow timeliness
Ability to establish and maintain cooperative working relationships.
Demonstrated ability to build and maintain effective internal and external working relationships.
Demonstrated competence and applied professionalism to speak on behalf of the Senior Management.
Demonstrated ability to analyze and solve problems under highly stressful or adverse situations.
Ability to lead others, gain cooperation and build/maintain trust
Demonstrated time and project management skills.

Responsibilities

Provide confidential administrative support to Superintendent B. Tasks include: Prepare correspondence for Superintendent B including formatting transcription, recording minutes, composing/editing letters and exercising signature authority on administrative correspondence.
Arrange all travel/lodging, prepare travel authorization, and track expenditures for Superintendent B.
Maintain Superintendent B’s calendar/schedule including coordination of meetings and appointments.
Research/compile data, Prepare and/or edit routine and complex reports.
Coordinate with other facility/departmental staff members on administrative Practices and Procedures
Direct, Prioritize, and coordinate Special Projects as assigned by Superintendent B.
Exercise decision-making authority and use of good judgment in handling all matters on behalf of the Superintendent B, employing discretion and confidentiality at all times.
Prepare background information necessary for meetings or correspondence.
Coordinate arrangements for meetings, screens, prioritize and distribute correspondence and facility documentation.
Review and coordinate supervisory reviews of policies and writing cohesive responses to request for review.
Provide administrative office management, organize/direct workflow, monitor/track issues and assignments, provide status updates, ensure critical issues are addressed timely and assignments are completed on time.
Review, screen, prioritize and distribute incoming mail; review and identify critical correspondence for action, approval, and signature; remind assigned staff to respond to urgent communication or time sensitive deadlines.
Establish, organize, and maintain paper and electronic files/records, manage all Superintendent B archives per policy.
Utilize delegated authority to establish procedures and interpret/apply administrative policies to support the work of the Superintendent’s office.
Provide and oversee public relations in Superintendent B’s Office for a wide range of staff and visitors, greet/screen calls, disseminate information, serve as liaison with staff members and direct staff/visitors to appropriate resources as needed.
Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings representing the Superintendent B.
Use delegated authority to approve purchases.
Review agency and division financial/budget reports; personnel reports and financial payments.
Gather and organize project information prior to release; organize new or updated procedure to project completion; develop operational templates for use in tracking projects.
Respond to requests from Attorney General Office/DOC Headquarters
Respond to requests for information and public disclosures.
Assign/review and forward Operational Memorandums for approval.
Provide support to Emergency Command Center for emergency operations.