Administrative Assistant 4 (AA4) - Spokane

State of Washington•Spokane County – Spokane, WA

1d•Onsite

About The Position

The Department of Children, Youth, and(DCYF) is accepting applications for an Administrative Assistant 4 to work in a Juvenile Rehabilitation Regional Parole Office and directly support the Juvenile Rehabilitation (JR) - Region 1 Administrator. This position performs complex secretarial duties to include: prioritizing work, compiling reports, developing, modifying and maintaining databases, maintaining office record keeping and filing systems, and frequent and direct contact with clients, the public, staff, and other agencies. In this job, you will function as confidential Administrative Support, oversee/supervise staff to ensure the integrity of parole data systems and interpret and apply administrative policies to the work of the clerical unit - ensuring the work unit and or office support is maintained and provided to staff and public. You will act as the regional representative for personnel-related functions, coordinate training for staff as needed, and represent the Region on assigned statewide committees.

Requirements

Four years of progressively responsible experience in office/clerical secretarial, bookkeeping, accounting, or general administrative work.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.

Nice To Haves

Previously demonstrated work experience in a highly accountable and measured performance environment.
Previously demonstrated work experience as an administrative assistant or secretary within a Juvenile Rehabilitation facility and/or residence.
Prior experience and/or ability to engage and participate in a cohesive and collaborative team environment.
Prior experience supervising one or more employees.

Responsibilities

Provide sole confidential administrative support to the Regional Administrator.
Assist in the development of office processes; maintain calendars; schedule, arrange, and confirm meetings.
Take meeting minutes and proofread and prepare documents for distribution.
Monitor and ensure adherence to Background check requirements established by administration.
Process and monitor all performance evaluations and Position Descriptions throughout Region 1.
Maintain local JR contract files and works with the Central Office Contracts Manager.
Manage monthly incoming billing statements for both office and JR Contracts.
Respond to public disclosure and other requests for information.
Review, redact, verify, and complete all Public Disclosure requests for the Spokane office.
Act as the Regional training manager, assisting with scheduling and monitoring for the completion of mandatory training by employees.
Ensure staff are trained in relevant statutes, rules, policies and procedures.
Process, monitor, and schedule, travel arrangements and related recordkeeping.
Maintain Petty Cash and P-Cards as well as the contents of the JR office safe (Bus tokens, client incentives, client possessions).