Administrative Assistant 5 (AA5) |Budget Office

Full Time | Permanent

Location: Tumwater, WA

Salary Range: $4,282 – $5,756 Monthly

This is a telework/hybrid position. The candidate of choice must be able to work in the Tumwater, WA headquarters office, at minimum, once per week, and as requested. 

The Washington State Department of Corrections Budget Team is seeking a detail oriented, multi-tasking pro to join their team as the Administrative Assistant 5 (AA5)! This is a unique opportunity to put your excellent coordination, communication and computer skills to great use as you will provide administrative and technical support through program and project management of varied and complex projects, processes, and administrative requirements for the Budget Office operations.

As an AA5, you will be tasked with a wide array of duties including, but not limited to, process establishment and procedure implementation of program operations related to the work conducted in the Budget Office and arranging for conference rooms and equipment as needed for meetings and conferences. You will assume the role of HR liaison, and assist in recruitment efforts, personnel matters and ensure the budget organizational chart is kept up to date. 

The Budge Team is comprised of various Budget Managers and Analysts who will rely on your punctuality, organization, excellent interpersonal skills, and teamwork to ensure tasks are completed correctly and efficiently. The Administrative Assistant 5 works with various DOC teams and is the main point of contact for all back-end tasks related to the budget work.

If you can build rapport with others, pivot on a dime between daily tasks and competing deadlines, and develop creative solutions to complex problems, we encourage you to apply! 

A completed application packet will include:

• A detailed resume
• A cover letter regarding your interest for this position with our agency
• Three professional references

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

As an Administrative Assistant 5, some of your duties will include: 

• Administrative Support to include: 
  1. Providing excellent multitasking and the ability to handle budget drills and multiple requests simultaneously under very tight timelines
  2. Performing program and project management functions at the request of and on behalf of the Budget Director 
  3. Managing executive-level calendars, scheduling appointments/meetings dates/times, location, and attendees as needed
  4. Tracking tasks for the Budget Director to help ensure they are completed on schedule
  5. Using independent judgement to plan, prioritize, and organize a diverse workload related to department-wide efforts involving both operating and capital budget development
• Acting as the Human Resources Liaison which could include: 
  1. Serving as liaison to Human Resources on recruitment and other personnel matters on behalf of the Budget Director
  2. Maintaining confidentiality and exercising discretion in coordinating personnel actions and activities to ensure that paperwork is completed correctly and on time for all personnel actions and established policies and procedures are followed
• Fiscal Note System Administrator/Budget Development Support
• Public Disclosure and Correspondence Coordinator
• Develops Presentations and Special Projects
• Other Duties as Assigned

What we need (required qualifications):

AND 

OR

OR

AND 

• Three (3) years of administrative experience
• Advanced proficiency level with Microsoft Word, Excel, PowerPoint, Outlook, and Teams
• Experience and ability to maintain confidentiality of information
• Excellent coordination and multi-tasking skills, and ability to handle administrative, budget drills, and competing project deadlines under very tight timelines
• Excellent interpersonal skills and teamwork experience
• Must have the ability to build rapport and partner with others
• Must have the ability to apply negotiation and conflict management skills
• Accountability – accepts personal responsibility for the quality and timeliness of work
• Works effectively alien and with others to accomplish tasks
• Skilled in operation a 10-key calculator, fax machine, copier, printer, and personal computer

**Additional qualifying experience may substitute for education on a year-for-year basis.

**Graduate study may substitute for up to two years of experience on a year-for-year basis.

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

• Excellent coordination and multi-tasking skills, and ability to handle administrative, budget drills, and competing project deadlines under very tight timelines
• Experience within Washington state government organization and administrative procedures
• Ability to speak before groups effectively, presenting information
• Ability to take notes in meetings and provide a summary and actions items following the meeting promptly
• Ability to compile written reports, including obtaining the cooperation of and information from other departments and other government agencies
• Excellent organizational, planning, and scheduling skills with experience managing calendars and appointments and making travel arrangements
• Excellent interpersonal skills and teamwork experience
• Must have the ability to build rapport and partner with others
• Must have the ability to apply negotiation and conflict management skills
• Able to effectively handle unexpected situations that arise, resourceful in managing duties, and attempts to develop solutions to problems you encounter or to seek appropriate assistance
• Provides effective, efficient, and timely customer service to clients outside and inside the agency
• Has the capacity to comprehend, learn, and retain considerable amounts of information such as state laws, WAC, OFM policies and procedures, and DOC policies and procedures
• Communication – Verbal and written – demonstrate clear and effective communication skills when creating reports, research, or responding to customer service requests
• Experience and proficiency in creating, editing, proofreading, and formatting professional correspondence and other written materials
• Ability to multi-task and meet urgent deadlines while maintaining regular responsibilities and workload
• Develops and demonstrates proficiency in using OFM Fiscal Note System, and Leg Track System or equivalent
• Create reports, enter data, and conduct research
• Electronic mail: compose, send, and respond to electronic mail. Skilled at using Microsoft Outlook functions such as manage other peoples' calendars and meeting requests (creating and responding)
• Use word processing software, such as Microsoft Word, to create, format, and edit tables, columns, and charts
• Import data, Insert, and format sections or slides, create headers and footers, and work with pictures and draw objects
• Skilled at the use of Microsoft SharePoint software to maintain SharePoint site for work area; create lists and libraries, manage workflows, add, and delete users, manage permissions, upload documents, create links, create new pages as needed.
• Ability to use spreadsheet software such as Excel, to develop spreadsheets using formulas, pivot tables, and creating charts and graphs, and databases
• Critical thinking – demonstrates the ability to independently and creatively use judgment and critical thinking to interpret the appropriate meaning and form conclusions necessary to resolve the problems or issues. This work may be done in the absence of clear guidelines or information
• Accountability – accepts personal responsibility for the quality and timeliness of work
• Works effectively alone and with others to accomplish tasks
• Experience in coordinating personnel actions and activities

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 partner with others to 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, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

IMPORTANT NOTES:

• 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.
• 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 of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
• Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.

Telework Details

This position may be allocated for telework. Work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. 

What We Offer: 

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• 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!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.