Executive Secretary - INTERNAL CCD - Tumwater

State of Washington • Thurston County – Tumwater, WA

22h • $81,924 • Hybrid

About The Position

This is an INTERNAL recruitment, open to current, permanent WA State Department of Corrections (DOC) employees only. DOC's mission is to improve public safety by positively changing lives. We are looking to fill a full-time, permanent Executive Secretary vacancy within the Community Corrections Division (CCD). This exempt position reports to the Community Corrections Administrator at Headquarters located in 7345 Linderson Way SW, Tumwater, WA 98501. The Executive Secretary will provide confidential administrative support to the Community Corrections Administrator in their role as the manager of all personnel matters related to their command. This position exercises delegated signature authority on behalf of the CCA and serves as the Public Disclosure Coordinator, Legal Liaison to the Attorney General’s Office, and the Login ID Coordinator for the programs in the Administrator’s command as needed. Work hours are Monday-Friday, 8:00 am to 5:00 pm. We are looking for teammates who share our vision of public service and are committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our community and our agency. If you have a passion for service - review, decide, and apply!

Requirements

• High school diploma or GED equivalent.
• Five years' experience in upper-level administrative support position with progressively responsible experience in office/clerical, secretarial, or general administrative work.
• Demonstrated success in holding progressively higher-level administrative support positions for executives.
• Advanced level of proficiency in Microsoft Word, Outlook, Visio, and SharePoint.
• An intermediate level of proficiency in Microsoft Excel and PowerPoint.
• Maintain regular and reliable attendance.
• Proven ability to maintain confidentiality of information.
• Effective verbal and written communication skills.
• Demonstrated competence and applied professionalism to speak on behalf of the Administrator.
• Ability to research, accumulate, organize and communicate technical information both orally and in writing, using various technologies such as telephone, electronic mail, and other electronic equipment.
• Ability to prepare correspondence, write in complex sentences and use proper punctuation and grammar.
• Ability to represent the Administrator at meetings, conferences, and/or conventions, speaking for the Administrator on agency matters.
• Ability to lead others, gain cooperation, and build and maintain trust.
• Demonstrated ability to build and maintain effective internal and external working relationships.
• Demonstrated ability to work and make decisions independently.
• Effective time and project management skills.
• Demonstrated resourcefulness.

Nice To Haves

• Bachelor's degree in business/public administration, criminal justice, sociology, or closely related field from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) or a foreign equivalent.
• Experience working in state government as an Administrative Assistant 3 or higher.
• Experience working in a correctional setting.
• In-depth knowledge of the Department of Corrections and its Mission, policies, programs, operational structure, and current agency initiatives, to include legislation.
• Working knowledge of Records Retention schedules.
• Ability to work with staff effectively, providing for professional growth and development and performance accountability.
• Good knowledge of management practices and responsibilities.
• Ability to use data for planning, evaluating quality of practices, and communicating performance and results.
• Ability to conduct thorough and extensive research, and a knowledge of available resources and where/how to access them.
• Ability to assess program performance from the customer's point of view and maintain communication with customers to determine if needs are being met.
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations and strive for development of best practices.
• Ability to utilize active listening skills and critical thinking to assess problems and arrive at viable solutions.
• Ability to develop and use technology and computer systems to improve efficiency, accuracy, and work quality.
• Ability to remain calm and rational while handling difficult situations to include, but not limited to, volatile, threatening, or other crisis/emergency situations.
• Ability to work positively with change, adapt to new requirements, and promote the same in staff and colleagues.

Responsibilities

• Provide primary confidential administrative support and consultation for the Community Corrections Administrator and the statewide programs in the Administrator's command.
• Assist in the coordination and completion of a wide variety of special projects and initiatives as assigned to or initiated by the Community Corrections Administrator.
• Act as lead and/or assume sole responsibility in projects as assigned.
• Provide administrative support to program administrators/managers who report directly to the Community Corrections Administrator as needed.
• Independently identify, complete, and coordinate specialized/high-priority projects, including budgetary and/or legislative reports.
• Use independent judgment to make decisions and take necessary action on administrative matters, independently research, and investigate operating methods and procedures.
• Ensure smooth and consistent workflow and timely completion of tasks.
• Exercise a level of knowledge, experience, and familiarity with policy, statue, program details and practice while setting a professional and confidential tone for the Community Corrections Administrator, their direct reports, and the programs in the Administrator's command.
• Prioritize the Community Corrections Administrator's time, to include meetings and appointments.
• Manage travel arrangements and related reimbursements/requests for travel advances for the Community Corrections Administrator, and for program administrators/managers and staff in the Administrator's command as needed.
• Act as the office liaison between the Community Corrections Administrator and those seeking/providing information, input, and authority.
• Interact with internal (e.g., budget, Human Resources) and external (e.g., other correctional departments, media, citizens) stakeholders and respond on behalf of the Community Corrections Administrator.
• Research, compose, and/or edit reports and documents, including responses to correspondence from individuals under Department jurisdiction, their families, other agencies, and/or citizens of Washington State for signature by the Community Corrections Administrator, Assistant Secretary, or Governor.
• Monitor correspondence to ensure it is responded to by appropriate staff in a timely manner, which may include drafting and/or finalizing correspondence for appropriate signatures.
• Has delegated signature authority for the Community Corrections Administrator.
• Exercise judgment in researching and answering incoming questions and concerns to be consistent with objectives and policies of the Department of Corrections (DOC) and Community Corrections Administrator requiring familiarity with operations and personnel.
• Serve as Legal Liaison Officer for programs in the Community Corrections Administrator’s command.
• Work with the Attorney General’s Office regarding tort claims, lawsuits, and litigation hold notices.
• Gather information for Attorney General’s Office on cases that are filed against the Department.
• Coordinate response to public records requests and provide requested information to the Public Disclosure Unit.
• Coordinate all personnel matters for statewide programs requiring the Community Corrections.
• Process and handle confidential information for a variety of personnel matters on behalf of the Community Corrections Administrator and serve as primary point of contact for Human Resources on personnel matters.
• Coordinate personnel actions including, position establishments, recruitments/appointments, separations, etc.
• Track staff changes in tracking database, update email distribution lists, contact lists, and phone rosters.
• Manage recruitments, schedule interviews, organize and maintain recruitment documentation, reserve interview space, and act as primary point of contact with Human Resources and applicants.
• Provide support to the Community Corrections Administrator for budget matters related to the programs in the Administrator's command.
• Keep the Community Corrections Administrator informed on status of budget balances and recommend adjustments as needed to align with fiscal year allotments.
• Assist in coordinating and compiling FTE data for use in fiscal budget analysis for programs in the Community Corrections Administrator's command.
• Track and monitor budget expenditures for the programs in the Community Corrections Administrator's command.
• Serve as Purchase Card Coordinator for Community Corrections Administrator's command.
• Receive requests for use of purchase card, obtain necessary approvals, and maintain log of purchases.
• Coordinate the purchasing and maintenance of all equipment/supplies for programs in the Administrator's command.
• Other duties as assigned.

Benefits

• Generous retirement plan
• Comprehensive family insurance for medical, dental, and vision
• Fourteen to twenty-five paid vacation days per year (depending on years of service and in accordance with the collective bargaining agreement (CBA) if a represented position)
• Eight hours of paid sick leave per month
• Twelve paid holidays per year (includes one personal holiday)
• One personal leave day per year (in accordance with the CBA)
• Flexible Spending Account (FSA)
• Dependent Care Assistance Program (DCAP)
• Deferred Compensation Program (DCP)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED