Job Description

Overview

Administrative Assistant 4 Full-Time Permanent Location: Cedar Creek Corrections Center (CCCC) | Littlerock, WA

Please carefully read this posting in its entirety, as it contains important information for candidates.

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 4 for the Superintendent's Office at Cedar Creek Corrections Center in Littlerock, Washington.

If you are excited to make a difference in the lives of others and join a team that works towards a meaningful purpose, apply to be an Administrative Assistant 4 at CCCC with the Department of Corrections (DOC).

Agency profile

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, and Health Services. The Department employs over 7,600 staff and has a biennial budget of approximately $1.6 billion.

CCCC is a 480-bed male facility located in the Capital Forest, 20 miles south of Tumwater. It is co-located with the Department of Natural Resources and is a minimum-security facility. The site houses incarcerated individuals and offers rehabilitation, work, and vocational programs. The site includes living units, a health clinic, education buildings, a gymnasium and support facilities. All incarcerated individuals work at this facility either on an off-site work crew or within the facility grounds. CCCC is a sustainability prison with programs such as rehabilitation of Western Pond Turtles, beekeeping, service dog training, and composting.

Whether the work is inside a prison, in community corrections, or in an administrative office, our staff experience satisfaction knowing they contribute to safer communities.

For additional information about our agency, please visit doc.wa.gov.

Join our team

Join our team to be part of an organization that offers opportunities for career advancement and personal growth. DOC offers:

• Flexible schedules
• Comprehensive compensation packages
• Benefits package
• Training and development opportunities to continue building your career with us

Apply today to join our team and start making a real difference in your community!

Application process

Begin your application process online at

• Click the green 'Apply' button on the job posting and sign in or create an account.
• Complete your application.
• Please attach the following to your application:
• A cover letter outlining how you meet the qualifications for this position
• A detailed chronological resume
• A copy of your unofficial college transcript (if using college credits or degree to qualify for position)
• At least three professional references. A professional reference is someone who has supervised your work and can attest to your performance, technical skills, and job competencies. If you do not have sufficient professional references, you may include non-related professionals such as educators or other professional associates.

Click Accept & Submit to submit your application.

Incomplete application packages may disqualify an applicant . We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses closely match the requirements may be invited to interview. Review your application before submitting. All information may be verified, and documentation may be required. The initial screening will be based on the contents and completeness of the application materials submitted.

We are looking for teammates who share our vision of public service, commit to an equitable and inclusive culture that fosters excellence while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.

Role and responsibilities

Under the direction of the Superintendent at CCCC, this position exercises independent judgment to perform high-level, confidential administrative functions of a complex nature as delegated by the Superintendent. This position maintains confidentiality of all matters related to the operation of a correctional facility and supports the mission of the agency to improve public safety through administrative, office management, public relations, and executive secretarial functions for the Superintendent. This position reports directly to the Superintendent, is a member of the Extended Leadership Team, and has supervisory responsibility for an Office Assistant 3.

As the Administrative Assistant 4 for the Superintendent's Office, some duties include:

• Confidential Administrative Support to the Appointing Authority
• 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
• Prepare correspondence for the Superintendent including formatting, transcription, recording minutes, composing/editing letters, and exercising signature authority on administrative correspondence
• Arrange all travel and lodging, prepare travel authorization and track expenditures for the Superintendent
• Maintain the Superintendent's calendar/schedule including coordination of meetings and appointments
• Review, screen, prioritize and distribute incoming mail; identify critical correspondence for action, approval, and signature; remind assigned staff to respond to urgent communication or time-sensitive deadlines
• Provide and oversee public relations in the Superintendent's Office for a wide range of staff and visitors, greet/screen calls, disseminate information, and direct staff/visitors to appropriate resources
• Establish, organize, and maintain paper and electronic files/records; manage all Superintendent archives per policy
• Research/compile data, prepare and/or edit routine and complex reports
• Coordinate with other facility/departmental staff on administrative practices and procedures
• Utilize delegated authority to establish procedures and interpret and apply administrative policies for the Superintendent's office
• Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings
• Direct, prioritize, and coordinate special projects as assigned by the Superintendent
• Exercise decision-making authority and use good judgment in handling all matters on behalf of the Superintendent, maintaining discretion and confidentiality
• 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 procedures to project completion; develop operational templates for tracking projects
• Prepare background information for meetings or correspondence
• Coordinate arrangements for meetings; screen, prioritize and distribute correspondence and facility documentation
• Review and coordinate supervisory reviews of policies and write cohesive responses
• Back up support to Public Information/Public Disclosure/Legal Liaison operations

Qualifications

What we need (required qualifications): High School Diploma or equivalent
AND
Four (4) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.

OR

Bachelor's degree in business administration, public administration or a closely related field substitutes for related experience.

OR

One (1) year as an Administrative Assistant 3

OR

Two (2) years as an Administrative 2.

*Note: Formal education and/or training in office or secretarial occupations, bookkeeping or accounting will substitute year-for-year for up to one year of experience

Knowledge, Skills and Abilities

• 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
• Ability to maintain high level of professionalism, personal and ethical conduct
• Proven ability to effectively communicate both verbally and in writing
• Be privy to confidential information and maintain confidentiality
• 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 tact and discretion
• Respond to and effectively prioritize multiple tasks, phone calls, customer requests and other demands
• Understand and carry out oral and written directions
• Work closely with detailed information for extended periods
• Required to accomplish tasks with multiple interruptions each day

Preferred qualifications

What will make your application stand out (preferred qualifications):

• Bachelors degree in business administration, public administration or closely allied field. (Degree must be obtained from an accredited college or university recognized by CHEA, or foreign equivalent.) - AND - two (2) years of administrative assistance experience
• Five (5) years' experience in an upper-level administrative support position with progressively responsible experience in office/clerical, secretarial or general administrative work AND - Supervisory experience (3 years' experience supervising employees)

Knowledge, Skills and Abilities (cont.)

• 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
• Ability to identify available resources and conduct thorough and extensive research, track and follow timelines
• Ability to establish and maintain cooperative working relationships
• Demonstrated ability to build and maintain effective internal and external working relationships
• Demonstrated competence and ability to speak on behalf of Senior Management
• Demonstrated ability to analyze and solve problems under stressful situations
• Ability to lead others, gain cooperation and build/maintain trust
• Demonstrated time and project management skills

Special requirements

• Maintain regular and reliable attendance
• Complete a felony disclosure form and criminal background check
• Complete mandatory training and orientation
• Provide physical address and home telephone number
• Comply with all Department policies and agreements
• Submit to drug testing as per policy

Vision and Mission

Vision: Working together for safer communities.

Mission: Improving public safety by positively changing lives.

Our Commitment: To operate a safe and humane corrections system and transform lives for a better Washington.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, veteran status, disability or other protected statuses. The selected candidate must be able to provide proof of identity and eligibility to work in the United States on the first day of employment as required by law.

Application references and background checks are required. Telework details and benefits are described in the posting. This recruitment may be used to fill other positions within 60 days after the listed position(s) have been filled.

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