Description

Duties

Under the direction of the Superintendent at the Washington State Penitentiary, this position exercises independent judgement to perform high-level confidential administrative functions of a complex nature as delegated by the Superintendent. This position maintains the confidentiality of all matters relative to the operation of a multi-level correctional facility which employs approximately 1000 staff and houses 2000 adult incarcerated individuals and supports the mission of the agency "to improve public safety by positively changing lives" through direct administrative, office management, public relations and executive secretarial functions for the Superintendent. This position reports directly to the Superintendent and is a member of the Extended Leadership Team.
Provide confidential administrative support to Superintendent.
Tasks include:

• Prepare correspondence for Superintendent including formatting transcription, recording minutes, composing/editing letters and exercising signature authority on administrative correspondence.
• Arrange all travel/lodging, prepare travel authorization, and track expenditures for Superintendent.
• Maintain Superintendent’s calendar/schedule including coordination of meetings and appointments.
• Research/compile data, Prepare and/or edit routine and complex reports.
• Coordinate with other facility/departmental staff members on administrative Practices and Procedures
• Direct, Prioritize, and coordinate Special Projects as assigned by Superintendent.
• Exercise decision-making authority and use of good judgment in handling all matters on behalf of the Superintendent, employing discretion and confidentiality at all times.
• Prepare background information necessary for meetings or correspondence.
• Coordinate arrangements for meetings, screens, prioritize and distribute correspondence and facility documentation.
• Review and coordinate supervisory reviews of policies and writing cohesive responses to request for review.

• 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.
• Review, screen, prioritize and distribute incoming mail; review and identify critical correspondence for action, approval, and signature; remind assigned staff to respond to urgent communication or time sensitive deadlines.
• Establish, organize, and maintain paper and electronic files/records, manage all Superintendent archives per policy.
• Utilize delegated authority to establish procedures and interpret/apply administrative policies to support the work of the Superintendent’s office.
• Provide and oversee public relations in Superintendent’s Office for a wide range of staff and visitors, greet/screen calls, disseminate information, serve as liaison with staff members and direct staff/visitors to appropriate resources as needed.
• Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings representing the Superintendent.
• 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 procedure to project completion; develop operational templates for use in tracking projects.

• Respond to requests from Attorney General Office/DOC Headquarters
• Respond to requests for information and public disclosures.
• Assign/review and forward Operational Memorandums for approval.
• Provide support to Emergency Command Center for emergency operations.

Qualifications

Required Qualifications (what we need):
High School Diploma or equivalent
AND
Four (4) years of progressively responsible experience in office/clerical, secretarial or general administrative work OR
Associates degree
AND
Three (3) years of progressively responsible experience in office/clerical, secretarial or general administrative work OR
Two (2) years as an Administrative Assistant 3(AA3)
NOTE: Formal education may substitute year-for-year of experience.
In addition to the above, this position requires:

• 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.
  Demonstrated ability to maintain high level of professionalism, personal and ethical conduct. Proven ability to effectively communicate verbally and in writing.

• Proven ability to maintain confidentiality of information 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 the use of tact and discretion.

• Respond to and effectively prioritize multiple tasks, phone calls, customer requests and other miscellaneous demands as necessary for assigned responsibilities Understand and carry out oral and written directions.

• 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.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Ability to identify available resources and conduct thorough and extensive research, track and follow timeliness Ability to establish and maintain cooperative working relationships.
• Demonstrated ability to build and maintain effective internal and external working relationships.
• Demonstrated competence and applied professionalism to speak on behalf of the Senior Management.
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations.
• Ability to lead others, gain cooperation and build/maintain trust Demonstrated time and project management skills.

Supplemental Information

• Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates. **Please note: Phone number AND email address are required for all professional references.
• Answers to supplemental questions must be verifiable with provided work history.
• A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances will be disqualified from consideration.
• Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date ofhire. When positive tests result, further information, testing, and treatment will also be required. Employment is not contingent upon test results.

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!