Administrative Assistant 3 | Contracts & Legal Affairs

Description

Duties

We are looking for teammates who share our vision of public service and are 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 3, some of your duties will include:

• Serving as the primary assistant to the Contracts and Regulations Administrator and supporting assistant to the Contracts and Legal Affairs Unit which could include:
  • Accomplishing various administrative support tasks including supporting calendar management, coordinating travel, and assisting with general requests
  • Serving as a liaison between the Contracts Administrator and CLA team members, relaying assignments and requesting status/information
  • Scheduling and attending meetings, including notifying attendees, finding suitable conference room/location, and submitting lease/rental paperwork for approval when a venue for cost is needed
  • Arranging for audio/visual equipment and catering as needed for meetings and/or conferences
  • Preparing meeting agendas or other materials, and taking minutes
  • Keeping the Contracts Administrator apprised of action items, status checks, priorities, deadlines, itinerary items (if travelling) and relevant business issues
  • Reviewing, editing, and proofreading correspondence and other materials to ensure clarity, consistency, accuracy, and quality of documents
  • Reading, routing, and distributing correspondence and documents
  • Providing direct support to the Contracts and Legal Affairs (CLA) unit
  • Performing complex word processing, spreadsheet, and database tasks, including uploading and downloading
  • Assisting in daily management of shared Contracts and Legal Affairs mailboxes
  • Processing inbox contents for deletion, response, forwarding to appropriate subject matter expert
  • Providing assistance to DOC staff, staff from other state agencies, and interested parties on issues related to their contracting requests and status of unit activities
  • Responding timely to inquiries. Seeks input and refers requests to appropriate staff as needed
• Various Recurring Projects and Activities
• Public Disclosure Coordination
• Other Duties

Qualifications

What we need (required qualifications):

• High school diploma or GED equivalent
• Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work*
• Excellent interpersonal skills and teamwork experience
• Works effectively alone and collaborates with others to accomplish tasks
• Ability to work with diverse stakeholder individuals or groups, both external and internal
• Experience with providing customer service and diffusing challenging situations
• Provides effective, efficient, and timely customer service to internal and external customers; uses critical thinking and analytical skills to professionally resolve issues for internal and external customers
• Excellent verbal and written communication skills
• Demonstrates clear and effective communication skills when creating correspondence or responding to requests
• Proficient proofreading skills
• Knowledge of: administrative procedures; office and business management practices; research and communication
• Ability to: interpret policies and procedures, prioritize constantly changing, competing, and demanding priorities; ability to manage high stress situations created by competing priorities

Note: Formal and/or vocational education in administrative support occupations, bookkeeping or accounting will substitute, year for year, for the required education.

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

• One (1) year as an Administrative Assistant 2 or two (2) years as an Administrative Assistant 1
• Associate of Arts degree or higher in business administration, public administration, or closely allied field
• Experience within state of Washington government
• Excellent organizational, planning, and scheduling skills
• Attention to detail.
• Experience managing multiple email accounts and responding on behalf of others
• Experience managing calendars, appointments, and making travel arrangements
• Able to effectively handle unexpected situations that arise, resourceful in managing duties, and attempts to develop solutions to problems encountered or seeks appropriate assistance. Creative and innovative self-directed thinker that can independently utilize various skills to complete work
• Ability to provide training to internal and external customers regarding contract management practices with the State
• Experience with DOC’s Contracts Management System (CMS)
• Experience with Adobe Acrobat
• Experience with Docusign
• Intermediate/Advanced level experience with Microsoft Office: Outlook, Excel, Word, PowerPoint, SharePoint, and Teams
• Accepts personal responsibility for quality and timeliness of work

Supplemental Information

• 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.
• This recruitment may be utilized to fill more than one position.
• 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.

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacation 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!