What are the responsibilities and job description for the Administrative Specialist III (SDA/TLT) position at King County, WA?
Summary
The Department of Adult & Juvenile Detention (DAJD) is accepting applications for one (1) Administrative Specialist III Special Duty Assignment/Term Limited Temporary position. This role provides administrative support to the DAJD Division Major at the King County Correctional Facility in Seattle, Washington.
The selected candidate will provide specialized and technical clerical support, office coordination, and administrative assistance while working with limited supervision. This position requires strong independent judgment when managing complex, sensitive, and confidential information.
The successful candidate will demonstrate exceptional communication skills, including the ability to draft, edit, and prepare professional correspondence, memoranda, and other written materials. The position requires the ability to effectively prioritize multiple assignments, manage competing deadlines, exercise sound judgment when addressing complex and politically sensitive matters, and maintain confidentiality at all times.
Term Limited Temporary & Special Duty Assignments: This position is scheduled to last 24 months; however, the exact duration may end earlier or be extended based on operational needs. Rate of pay will be in accordance with applicable bargaining agreements and/or Career Service Guidelines. Special Duty Assignments do not confer any privilege, right of appeal, or right of position, transfer, demotion, promotion or reinstatement, and can be revoked at any time with or without cause.
Job Duties
The job description is an overview and is intended to describe the general nature and level of work being performed. It is not to be an exhaustive list of all the functions and tasks required of this position.
Supplemental Information
HOW TO APPLY: Completion of the full King County application and supplemental questionnaire is required. Resumes or letter of interest alone WILL NOT substitute for a full application. A copy of your current resume and a letter of interest detailing your qualifications is required. If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact the recruiter listed on this job announcement.
UNION MEMBERSHIP: This is not a represented position.
WORK SCHEDULE: This is a regular career service, forty (40) hour per week, overtime eligible position. The schedule for this position is Monday through Friday, 8:00 a.m. - 4: 30 p.m. but hours may vary depending on activities. Some weekend and evening hours may be required.
WORK LOCATION: King County Correctional Facility, 500 Fifth Avenue, Seattle, WA, 98104.
DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to: Jaclyn Smith, DAJD Sr. Human Resources Analyst at 206-263-3379 or via email jacsmith@kingcounty.gov
WORK ENVIRONMENT: Candidates must be willing and able to work in a secured facility.
SPECIAL REQUIREMENTS: The person selected for this position will be required to complete a thorough background investigation process, including fingerprinting, criminal history check, and reference checks. A valid Washington State Driver's license or alternate ability to travel around the County is required by time of hire.
Forbes named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our values we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ , people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions ,including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
Benefits
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
01
Are you applying to this position as an eligible Priority Placement Program Participant who is a current or previous King County Employee impacted by layoff? AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? AND Do you possess the skills and abilities to qualify for this position?
If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff
03
Following is a series of supplemental questions designed to assess your job-related experience and qualifications. Please note that as part of the screening process, your responses will be reviewed in conjunction with your general application materials. The employment history detailed in your application materials must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The general employment application must be completed to include your work history. You are welcome to submit a resume as well; however, failure to provide a detailed work history on the general application may prohibit further consideration. Do you understand that your responses to the supplemental questions for this position must be supported by your general application materials?
Please indicate your level of proficiency utilizing Microsoft Office Suite (Word, Excel and Outlook). Note: a general description for beginner, intermediate, and expert proficiency has been provided. Please select the level of proficiency that accurately reflects your skill level. (The Department may choose to conduct a skills assessment).
The Department of Adult and Juvenile Detention is firmly committed to a drug-free workplace. Employees of the department are prohibited from using illegal drugs. Should you be hired by the Department of Adult and Juvenile Detention, you acknowledge that you will adhere to the department's policies and rules regarding drug use.
Have you undergone the background investigation process for employment with the King County Department of Adult and Juvenile Detention within the last two years?
ACTIVE If yes, please specify the approximate date(s) and position(s) for which you previously went through the department's background process.
08
Do you posses a valid driver's license and/or can you obtain a Washington State driver's license by the date of employment?
PLEASE NOTE: A "yes" response to any of the remaining questions may automatically disqualify you from further consideration. Responses will be confirmed and verified in the course of the department's background investigation process. Do you understand that a "yes" response to the remaining questions may automatically disqualify you from further consideration.
Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?
In the last 3 years, have you been convicted of Driving Under the Influence (alcohol or drugs)?
In the last 3 years, have you bought, sold, offered to sell, possessed, transported, manufactured, delivered or possess with intent to manufacture or deliver a controlled substance?
In the last 3 years, have you illegally used any other controlled substance or other illegal drugs/narcotics? For purposes of this question, illegal drugs/narcotics/controlled substances include, but is not limited to, the following: Cocaine or Crack
The Department of Adult & Juvenile Detention (DAJD) is accepting applications for one (1) Administrative Specialist III Special Duty Assignment/Term Limited Temporary position. This role provides administrative support to the DAJD Division Major at the King County Correctional Facility in Seattle, Washington.
The selected candidate will provide specialized and technical clerical support, office coordination, and administrative assistance while working with limited supervision. This position requires strong independent judgment when managing complex, sensitive, and confidential information.
The successful candidate will demonstrate exceptional communication skills, including the ability to draft, edit, and prepare professional correspondence, memoranda, and other written materials. The position requires the ability to effectively prioritize multiple assignments, manage competing deadlines, exercise sound judgment when addressing complex and politically sensitive matters, and maintain confidentiality at all times.
Term Limited Temporary & Special Duty Assignments: This position is scheduled to last 24 months; however, the exact duration may end earlier or be extended based on operational needs. Rate of pay will be in accordance with applicable bargaining agreements and/or Career Service Guidelines. Special Duty Assignments do not confer any privilege, right of appeal, or right of position, transfer, demotion, promotion or reinstatement, and can be revoked at any time with or without cause.
Job Duties
The job description is an overview and is intended to describe the general nature and level of work being performed. It is not to be an exhaustive list of all the functions and tasks required of this position.
- Serve as sole administrative support to the Division Major's position. Perform general office functions such as answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail.
- Coordinate, process and track all section documents related to operational issues, employee discipline, work projects, correspondence, contracts and budgets, special duty assignments, legal documents, records and related files, including electronic and printed documents.
- Conduct research as required to prepare correspondence and reports, gather information, and compile statistical data.
- Organize and maintain accurate and accessible records and filing systems including electronic records and printed documents; respond to Public Disclosure Requests (PDR's).
- Utilize various computer programs to maintain, update, and retrieve data related to jail operations including; Jail Management System (JMS), MS Word, SharePoint, Microsoft Teams, Securus, Outlook, and Excel.
- Compose, and/or proofread documents, reports, forms, memorandums and correspondence; distributing, tracking and filing final documents.
- Ability to work cooperatively and professionally with a variety of individuals.
- Serve as the point of contact for the CHRC (Criminal History Records Check) process for DAJD Maintenance and Supplies vendors, FMD (Facility Management Division) vendors, JHS (Jail Health Services) vendors and medical students.
- Log and track inquiries and requests from various sources including staff, employees, Prosecuting Attorney's Office, Courts, Office of the Ombuds, Office of Civil Rights and others. Develop and maintain tracking mechanisms and file systems to monitor response.
- Schedule meetings and appointments with staff, public, law enforcement and other agencies. Maintain scheduling system for meetings.
- Schedule tours of the King County Correctional Facility (Seattle) or the Maleng Regional Justice Center (Kent) with the public, law enforcement, and other agencies.
- Assist with the scheduling, planning, and execution of promotion ceremonies for uniformed employees (Corrections Officers, Sergeants, Captains, Division Major, and Division Commander); as well as the planning and coordination of the Department of Adult and Juvenile Detention yearly employee recognition ceremony.
- Maintain confidentiality of highly sensitive communications, and all related information and documents, files and records.
- Attend and record public and/or departmental hearings and/or meetings.
- Process mail and respond as appropriate, and identify priority/time sensitive matters.
- Represent the organization at various functions, including committees, meetings, proceedings, which may vary according to need.
- Provide information and direction to supervisors and staff in the absence of the Major.
- Perform other duties as assigned including, but not limited to, backfill for the division Executive Assistant I.
- Two (2) years of full-time office work experience which includes maintaining and tracking data, analysis, designing and maintaining data sources.
- Two (2) years of full-time work experience in reception (answering phones, greeting customers).
- Strong organizational skills and ability to multi-task while working independently in a busy environment.
- Excellent written communication skills that include knowledge of proper English grammar usage, punctuation and spelling, as well as effective verbal communication.
- Possess a strong working knowledge of Word, Excel, SharePoint and Outlook scheduling software.
- Demonstrated punctuality and dependability in daily attendance.
- Willingness to work collaboratively and as part of a team.
- Ability to maintain confidentiality and handle sensitive situations with diplomacy and tact.
- Three (3) years of full-time work experience serving as an administrative/executive assistant or in a similar position.
Supplemental Information
HOW TO APPLY: Completion of the full King County application and supplemental questionnaire is required. Resumes or letter of interest alone WILL NOT substitute for a full application. A copy of your current resume and a letter of interest detailing your qualifications is required. If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact the recruiter listed on this job announcement.
UNION MEMBERSHIP: This is not a represented position.
WORK SCHEDULE: This is a regular career service, forty (40) hour per week, overtime eligible position. The schedule for this position is Monday through Friday, 8:00 a.m. - 4: 30 p.m. but hours may vary depending on activities. Some weekend and evening hours may be required.
WORK LOCATION: King County Correctional Facility, 500 Fifth Avenue, Seattle, WA, 98104.
DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to: Jaclyn Smith, DAJD Sr. Human Resources Analyst at 206-263-3379 or via email jacsmith@kingcounty.gov
WORK ENVIRONMENT: Candidates must be willing and able to work in a secured facility.
SPECIAL REQUIREMENTS: The person selected for this position will be required to complete a thorough background investigation process, including fingerprinting, criminal history check, and reference checks. A valid Washington State Driver's license or alternate ability to travel around the County is required by time of hire.
Forbes named King County as one of Washington State's best employers.
Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our values we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ , people living with disabilities, and veterans.
King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions ,including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
Benefits
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Excellent medical, dental, and vision coverage options: King County provides eligible employees with options, so they can decide what’s best for themselves and their eligible dependents
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: eligible King County employees may participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 12 paid holidays each year plus two personal holidays
- Generous vacation and paid sick leave
- Paid parental, family and medical, and volunteer leaves
- Flexible Spending Account
- Wellness programs
- Onsite activity centers
- Employee Giving Program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
01
Are you applying to this position as an eligible Priority Placement Program Participant who is a current or previous King County Employee impacted by layoff? AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? AND Do you possess the skills and abilities to qualify for this position?
- Yes, I was given a layoff notice from my Career Service role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
- No.
If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff
03
Following is a series of supplemental questions designed to assess your job-related experience and qualifications. Please note that as part of the screening process, your responses will be reviewed in conjunction with your general application materials. The employment history detailed in your application materials must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The general employment application must be completed to include your work history. You are welcome to submit a resume as well; however, failure to provide a detailed work history on the general application may prohibit further consideration. Do you understand that your responses to the supplemental questions for this position must be supported by your general application materials?
- Yes
- No
Please indicate your level of proficiency utilizing Microsoft Office Suite (Word, Excel and Outlook). Note: a general description for beginner, intermediate, and expert proficiency has been provided. Please select the level of proficiency that accurately reflects your skill level. (The Department may choose to conduct a skills assessment).
- Beginner-able to open, create, save and modify documents
- Intermediate-create mailing lists and posters in Word, use Excel formulas and make calculations, and schedule meetings and create distribution lists in Outlook
- Expert- create complex databases, formulas, and pivot tables in Excel format and reuse headers and manage page layouts in Word; and import and export data and work with public folders in Outlook
- I do not have experience utilizing Microsoft Office Suite, but I would like the opportunity to learn.
The Department of Adult and Juvenile Detention is firmly committed to a drug-free workplace. Employees of the department are prohibited from using illegal drugs. Should you be hired by the Department of Adult and Juvenile Detention, you acknowledge that you will adhere to the department's policies and rules regarding drug use.
- Yes
- No
Have you undergone the background investigation process for employment with the King County Department of Adult and Juvenile Detention within the last two years?
- Yes
- No
ACTIVE If yes, please specify the approximate date(s) and position(s) for which you previously went through the department's background process.
08
Do you posses a valid driver's license and/or can you obtain a Washington State driver's license by the date of employment?
- Yes
- No
PLEASE NOTE: A "yes" response to any of the remaining questions may automatically disqualify you from further consideration. Responses will be confirmed and verified in the course of the department's background investigation process. Do you understand that a "yes" response to the remaining questions may automatically disqualify you from further consideration.
- Yes
- No
Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?
- Yes
- No
In the last 3 years, have you been convicted of Driving Under the Influence (alcohol or drugs)?
- Yes
- No
In the last 3 years, have you bought, sold, offered to sell, possessed, transported, manufactured, delivered or possess with intent to manufacture or deliver a controlled substance?
- Cocaine or crack
- Club drugs - Ecstasy, Ketamine, GHB, Rohypnol or MDMA
- Hallucinogens - PCP, Angel dust, Wet, Phencyclidine, LSD, Mushrooms or Psilocybin
- Opiates - Opium, Morphine or Heroin
- Stimulants - Methamphetamines, Crank, Crystal, Ice, Speed, Glass or Amphetamine
- Aerosols - Huffing paint or Nitrous Oxide (Whippits), or Khat
- Yes
- No
In the last 3 years, have you illegally used any other controlled substance or other illegal drugs/narcotics? For purposes of this question, illegal drugs/narcotics/controlled substances include, but is not limited to, the following: Cocaine or Crack
- Club drugs: Ecstasy, Ketamine, GHB, Rohypnol, or MDMA
- Hallucinogens: PCP, Angel dust, Wet, Phencyclidine, LSD, Mushrooms or Psilocybin
- Opiates: Opium, Morphine or Heroin
- Stimulants: Methamphetamines, Crank, Crystal, Ice, Speed, Glass or Amphetamine
- Aerosols: Huffing paint, Nitrous Oxide (Whippits), or Khat
- Yes
- No
- Required Question