Administrative Assistant 3- CBCC

Description

The mission of the Department of Corrections is to 'improve public safety by positively changing lives. For additional information visit our website at doc.wa.gov

A completed application packet will include:

• A detailed resume
• A cover letter
• Three professional references

Application assessment will be ongoing, the hiring authority reserves the right to offer the position at any time during the recruitment process. It’s the applicant's advantage to apply as early as possible. This recruitment could be used to fill multiple permanent or non-permanent positions.

Duties

Duties will include:

Administrative Assistance for Health Services Managers

• Serves as liaison between the Health Services Managers, CBCC facility staff, incarcerated population, and our community. Provides public relations in the form of answering questions, providing information, arranging meetings, and interpreting policy and procedures with internal and external stakeholders. Establishes procedures and interprets and applies administrative policies to the work of the unit.
• Screens HSM’s confidential hardcopy and electronic mail to review, prioritize, and identify critical correspondence for action, approval, and signature. Maintains schedules for HSM’s, assists with time management, and occasionally attends meetings on their behalf. Schedules, records, and transcribes weekly HS Executive Management meetings and monthly CQIP meetings. Participates in strategic and quality planning processes and oversees action items to completion. Composes confidential correspondence. Exercises decision-making authority and use of good judgment in handling complex confidential and sometimes sensitive issues.
• Investigates medical charts and TAS financial records to respond to I/I medical kites regarding administrative and financial issues. Compiles data, develops and maintains compliance trackers, and submits recurring reports. Accepts delegated authority and responsibility for coordinating and tracking various administrative projects and tasks as assigned. Tracks work hours of contract staff and resolves contractual issues.

Health Services Staffing Recruitment and Onboarding Coordinator / Logon ID Coordinator

• Works closely with HQ Recruitment/Talent Acquisition Teams and HS Human Resources to hire DOC HS employees. Processes recruitment documentation. Updates Position Description (PD) for review and approval. Creates and tracks requisition in Neogov. Completes interview workflow process for HR certified candidates and conducts reference checks. Completes Appointment Approval Requests and submits Salary Exemption or Alternate Work Schedule forms as necessary. Coordinates New Employee Orientation (NEO), OMNI and CIPS training, and Correctional Worker Core registration.
• Works closely with hiring managers, DOC Nurse Profiles team and contract employment agencies to fill medical and mental health professional position vacancies with qualified contract staff. Follows the agency staff vetting worksheet, collects documentation and verifies credentials, submits background check forms and Badge ID request, and schedules NEO training.
• Serves as Health Services Logon ID (LID) Coordinator. Submits the LID ticket to create the logon account and email for new contract staff. Submits access requests to secured facility locations and enterprise applications and shared drive data. Anticipates special requests such as Rubicon, TRA or InterPath access. Works with all HS staff needing access additions or changes.
• Serves as a facility Logon ID (LID) Coordinator responsible for requesting additions, changes, or deletions of staff access to DOC enterprise applications such as OMNI, Atlas, Callout, CePrison, CIPS, TRACKS and TAS/WOMS. Serves as backup to the Superintendent’s LID coordinator for CBCC.

Resolution Program Facilitator for Health Services

• Works closely with HS Resolution Program Coordinator (RPC) regarding all levels of open requests. Prepares administrative responses to assigned resolution requests by conducting fact-finding investigations, staff interviews and research in the incarcerated individual’s (I/I) medical chart. Provides a list of documented evidence or potential areas of improvement to the HS RPC for submission within policy timeframes. Demonstrates knowledge of HS policies, procedures, and guidelines. Assists HSM’s with assigned level 1 and 2 Resolution Review requests. Tracks completion timeframes to ensure policy compliance.

Administrative Support for Health Services Unit

• Provides administrative support to HS unit staff members. Assists with on-site I/I appointments. Makes travel arrangements for HS staff and visitors, and processes expense reimbursements through TEMS. Keeps CBCC HS organizational chart current for publication. Notifies facility of staff and contractor separations and processes requests to remove accesses. Serves as R Bldg Conference Room Moderator, managing reservations, meeting invitations, and communicating agendas.
• Coordinates facility visits for DOC employees, government agency guests, contractors, vendors and visitors with appropriate documentation and approvals.

Records Management

• Organizes and maintains paper and electronic files. Works closely with the Department Public Disclosure office for archival and destruction schedules. Creates and maintains staff supervisory files for HSM’s direct reports and agency contract and attendance files.
• Maintains binder of HS staff members’ current professional licenses. Verifies credentials and tracks expiration dates for DOC staff and contract staff with valid state or emergency licenses.

Other duties as assigned.

Qualifications

Required qualifications:

High school diploma or GED equivalent

AND

Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

OR

Formal education will substitute year-for-year for experience.

Preferred/Desired Qualifications:

• Professional experience in maintaining calendars, schedules, making travel arrangements, coordinating and arranging meetings and appointments, and preparing reports and correspondence.
• Excellent oral and written communications skills with customer service orientation.
• Proficiency in computer applications and experience with general office equipment.
• Intermediate to advanced skills in Microsoft Office Suite, including Word, and Excel.
• Ability to work independently, prioritize assignments and manage time efficiently.
• Physically able to work on your feet more than four hours a day and lift to 30 pounds.
• Experience working in a health service environment and knowledge of medical terminology.
• Experience in a correctional environment.

Supplemental Information

Mission: The mission of DOC is to improve public safety by positively changing lives.

Our Vision: Working together for safer communities.

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

Our Core Values:

• Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
• Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
• People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
• Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
• Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

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.
• This position may be represented by a bargaining unit.

• Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
• Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.
• 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.
• Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
• (FOR RN POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-U. Step U is a longevity step and is typically gained six years after being assigned to Step T in your permanent salary range.
• (FOR ALL OTHER NON WMS POSITIONS) Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.
• DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

We are committed to hiring individuals who possess core diversity competencies:

Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.

• Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
• Respectfully acknowledge people's differences and recognize these differences as important and valuable.
• Promote inclusiveness.
• Be culturally sensitive and appropriate.
• Respect and value diverse backgrounds and traditions.

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:

• 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!

Many DOC jobs are covered by the Public Safety Employees' Retirement System (PSERS). If someone moves from a Public Employees Retirement System (PERS) eligible position to a PSERS eligible position, they actually retire under two different systems/plans. For more information, please contact the Department of Retirement System at: 1-800-547-6657.

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.