Administrative Specialist III

King County•Seattle, WA

5d•Onsite

About The Position

The Department of Adult and Juvenile Detention (DAJD) is seeking a highly skilled candidate for an Administrative Specialist III position located within the Resident Service Office (RSO) of the Administrative Services Division. This position is responsible for performing a broad range of administrative and clerical functions to support and coordinate resident services while delivering exceptional customer service. The successful candidate will interact regularly with residents, Correctional Officers, law enforcement personnel, and members of the public, requiring strong communication, organizational, and interpersonal skills. The RSO within the Seattle and Kent Detention Facilities Division is primarily responsible for coordinating professional visits and jail access, ordering recreation supplies, and other special needs of residents like pro se services and religious diet accommodations. The Department of Adult & Juvenile Detention is striving to provide in custody and community-based services that are data informed, advance safety, lead system change and promote equitable outcomes for the people we serve. The Department of Adult and Juvenile Detention is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies. This selection process will fill our current vacancy but also create a pool of qualified candidates should additional Administrative Specialist III positions open up within the next 12 months.

Requirements

Four (4) years full-time clerical experience including two (2) years performing high-volume customer service and complex administrative functions.
Strong customer service skills including effective oral and written communication skills.
Ability to use tact and discretion in difficult communications.
Exceptional organizational skills including planning/prioritizing, keenness to detail, ability to multitask, analytical skills, problem-solving, and time management skills.
Intermediate level of skills in Microsoft Office Suite including Word, Excel, and Outlook.
Intermediate level of skills in Microsoft Teams and SharePoint.
Experience maintaining security and confidentiality, addressing sensitive inquiries and complex issues as they arise in all forms (written, verbal and electronic), while sharing the right information with the appropriate people.
Must be able to work effectively/successfully with managers in a hierarchical(chain-of command) environment to obtain critical information and respond appropriately.
Must be able to follow policies and procedure consistently and accurately.
High School Diploma or GED.

Nice To Haves

Advance level of skills in Microsoft Office Suite including Word, Excel, and Outlook.
Advance level of skills in Microsoft Teams and SharePoint.
Experience in criminal justice/corrections/court system field.

Responsibilities

Provide exceptional customer service in assisting with information requests from general public, command staff, County departments, and internal and external stakeholders.
Provide customer-focused support in a wide variety of functions and administrative duties by meeting the expectations and requirements of internal and external customers/stakeholders, which includes Department managers, co-workers, attorneys, court-ordered professionals, residents, and others.
Perform complex office duties including answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail, and ordering office supplies.
Perform clerical office functions.
Work independently and prioritize work assignments to ensure tasks are completed in a timely and efficient manner.
Communicate effectively with team members and work cooperatively on shared assignments.
Compose memorandums, letters, and reports utilizing a variety of computer programs and database programs; maintain and update schedule of activities, statistical charts, and graphs as needed for various functions/purposes.
Maintain, update, enter, and retrieve data utilizing specialized database systems including JMS (Jail Management Systems), corrections and criminal justice databases, MS Word, Outlook, SharePoint, and Excel programs.
Maintain organized, accurate, and accessible records and filing systems for sensitive and complex computer records, correspondence, and related documents.
Maintain security and confidentiality of highly sensitive communications, information, documents, files, and records in all forms (written, verbal and electronic).
Meet face-to-face with residents to accept and deliver documents and materials.
Work within legal and department policy guidelines to provide resources to Pro Se resident defendants such as legal materials and computer access.
Document and track interactions and address related issues and grievances.
Coordinate resident recreation including scheduling yard out periods, ordering, distributing, and maintaining inventory of all recreational supplies.
Listen to customers/stakeholders and use their feedback to improve or recommend appropriate changes to processes, services, and products.
Perform other related tasks as assigned within area and scope of responsibility.