Executive Secretary/Assistant I

King County•Multiple locations in King County, WA

1d•Hybrid

About The Position

The Department of Adult and Juvenile Detention (DAJD) is recruiting for two Executive Secretary/Assistant I positions, one supporting the Administrative Services Division and one supporting the Community Corrections Division. Both roles provide high-level administrative support and use delegated authority to manage daily administrative operations, coordinate special projects, and keep division leadership informed about initiatives, emerging issues, and potential concerns. The positions handle sensitive, high-profile, and confidential communications and require professionalism, sound judgment, accuracy, and discretion. The Administrative Services Division position primarily supports the Administrative Services Division Director/Chief of Administration and provides support to the Department’s Deputy Director as needed. The Community Corrections Division position directly supports the Division Director and Deputy Division Director and coordinates daily operations, projects, and communication across the division. Each position also performs additional assignments specific to the programs and operational needs of its division. DAJD is an Executive branch department with five divisions and approximately 940 budgeted employees. It supports adult and juvenile detention facilities, community supervision programs, and administrative services. Its mission is to provide data-informed in-custody and community-based services that advance safety, lead system change, and promote equitable outcomes. The department’s vision is to lead the Nation in providing exemplary services that transform lives. The position is non-exempt and overtime eligible. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., though hours may change and adjustments may be considered. Occasional, infrequent evening or weekend work may be required. Work follows a hybrid model, with onsite and remote work determined by business needs. Employees must live in Washington state within a reasonable distance of their King County worksite, maintain a reliable remote-work internet connection, and be able to report to secured detention facilities in Seattle and Kent when required. A County-issued laptop is provided. All DAJD employees must pass a thorough background investigation, including fingerprinting, criminal history and reference checks, and other tests as deemed necessary. The appointed position is open only to qualified King County employees and is not represented by a collective bargaining agreement.

Requirements

High school diploma or GED and four years of increasingly responsible office, clerical, or administrative experience, including at least two years providing primary administrative support to a division director or manager-level position.
Ability to work under strict and demanding deadlines.
Experience with complex processes in a high-volume customer-service environment and performing complex administrative functions.
Advanced knowledge and skills using Microsoft Office, including Word, Excel, and Outlook; advanced ability to manage files and collaborate using Teams and SharePoint.
Experience working with database systems and strong database management skills, including understanding how data is entered, stored, and retrieved.
Ability to plan, organize, and prioritize multiple assignments, meet demanding deadlines, take initiative, and adapt independently to changing priorities with minimal supervision.
Ability to maintain a professional demeanor and provide timely, reliable customer service.
Ability to work cooperatively and professionally with a variety of individuals.
Good judgment in complex and politically sensitive matters and ability to maintain confidentiality while sharing appropriate information with the right people.
Strong oral and written communication skills for diverse audiences, including professional, diplomatic, and tactful communication through varied methods.
Strong attention to detail and good grammar and editing skills.
Ability to review processes, develop recommendations, and implement administrative processes and procedures.
Experience in problem solving, research, and analysis and assessment of information.
Self-motivation and ability to work effectively in uncertain situations and take on new opportunities and challenges with urgency and enthusiasm.
Ability to pass the DAJD background investigation, which includes fingerprinting, criminal history and reference checks, and other tests as deemed necessary.
Must reside in Washington state within a reasonable distance of the King County worksite and be able to report to secured detention facilities in Seattle and Kent as required.
Must complete the full King County application and supplemental questionnaire; application materials must include work history and position duties, responses to supplemental questions, a resume, and a cover letter.

Nice To Haves

Associate’s or bachelor’s degree.
Working knowledge of County and departmental correspondence, records management, and public disclosure procedures.
Expert proficiency in Microsoft Word, PowerPoint, Outlook, Excel, SharePoint, and Teams, with demonstrated experience using complex computer programs and database systems.
Three or more years of administrative support to a management-level position, such as a program or section manager, chief of operations, or director.
Experience using Miro, Planner, Monday.com, virtual whiteboards, or other team resource-planning tools.

Responsibilities

Support the Division Director and Deputy Division Director; conduct research and summarize technical information.
Review and respond to general inquiries in writing or by phone, answer questions, take messages, and route and screen inquiries.
Draft, format, edit, and proofread correspondence for the Division Director or designee.
Manage the Division Director’s schedule, arrange meetings and appointments, resolve scheduling conflicts, and coordinate with contacts.
Maintain knowledge of division programs and projects and keep the Director and Deputy Director apprised of current and potential issues while maintaining confidentiality.
Research, analyze, and compile data; summarize findings; prepare reports, charts, and graphs; and maintain data using spreadsheets.
Perform quality control functions under the guidance of the Division Director and Deputy Division Director to ensure data integrity.
Coordinate work orders and telecommunication requests and oversee access, key control, and office badge access.
Assist with processing and submitting division payroll using the Roster Management System or other systems.
Help plan and organize meetings and trainings; coordinate agendas, meeting notices, minutes, and materials for committees and workgroups.
Monitor and review budget expenditures, research account activity, and assist with budget preparation.
Collaborate with the Department Records Manager to develop, implement, and oversee recordkeeping systems and maintain files in compliance with County records retention policies.
Perform additional duties and special projects as assigned, including duties specific to the programs and operations of the assigned division.