Administrative Assistant 3 - Lacey

Description

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  If you are viewing this posting from an external job site (such as really), copy/paste and search via the following link to apply directly to this and other WA State Department of Corrections (DOC) positions: https://www.governmentjobs.com/careers/washington/doc.

• Online application. You must complete the online application, including the 'Work Experience' section. Your resume will not substitute for this requirement.
• Cover letter. Regarding your interest in this position.
• Resume. Detailed and chronological.
• Three professional-level references. Current and recent supervisors are preferred with a valid phone number and email for each. Review the 'Supplement Information' section for the requirements and definition of. References are contacted after the interview process.

Applicants wishing to claim Veterans’ preference should attach a copy of your DD-214 (member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs.

Do not include any personally identifiable information within your application packet, such as personal photos, driver’s license, or social security number.

Incomplete application packages or statements such as ‘see resume’ in lieu of the requested information may disqualify you from the process.

Duties

• Maintain a supervisory file, set expectations and performance goals, and conduct probationary, trial service, and annual performance assessments for direct reports.
• Update position descriptions and develop performance development plans (PDPs).
• Identify training needs and train, cross-train, and coach appropriately.
• Perform corrective action and approve or deny requested leave.

• Process court orders, close causes, transfer files in OMNI.
• Request batch reports and troubleshoot errors.
• Log court reports, copy, assemble, route, and distribute.

• Receive new judgement and sentences from courts.
• Act as the Thurston County liaison for cause related correspondence from courts and local law enforcement agencies.
• Compile, assign, issue deadlines, and monitor the status/completion of projects assigned to unit staff.

• Order, receive, and distribute office supplies, duty supplies/equipment, cell phones, business cards, janitorial, UA supplies, bus tickets and forms following established procedures while staying within budget guidelines via TRACKS or other ordering systems.
• Prepare A-19s, email scans, and other documents for monthly payments.

• Submit system access requests, personnel alert emails, and employee, vendor, and pre-employment criminal history requests.
• Verify office inventory via the Consolidated Assess Management System (CAMS) and process the movement of equipment and supplies to surplus.
• Act as liaison for repairs/service needs for office machines, building maintenance, IT needs, phone lines, utility accounts, and document destruction.

Qualifications

• High school diploma or GED equivalent.
• Three years of increasingly responsible experience in office/clerical, secretarial, or administrative work requiring keyboarding and/or typing.
• Professional experience directing, leading, and training others.
• Computer knowledge.
• And strong written and verbal communication skills.

• Maintain regular and reliable attendance.
• Must respect and maintain confidentiality.
• Ability to file, use appropriate grammar, punctuation, and spelling.
• Ability to work with individuals of various backgrounds and personalities.
• Ability to assist individuals with various criminal backgrounds.

• Database experience and intermediate knowledge of Microsoft Word, Outlook, Excel, and PowerPoint.
• Supervisory experience (paid experience evaluating, training, and correcting the work of others).
• Experience using court, law enforcement, and Washington Department of Corrections electronic databases such as OMNI, OnBase, JABS, Odyssey, NCIC/WACIC or similar.

Supplemental Information

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.

For more information about our agency, visit our Mission & Vision.

The Washington State Department of Corrections (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

• This recruitment may be used to fill more than one position. If this position is represented by the Washington Federation of State Employees (WFSE), this recruitment may be used to fill additional positions up to sixty days after all listed positions have been filled.
• References.: A minimum of three professional references with a valid email and phone number for each is required. Although current and recent supervisors are preferred, 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, include non-related professionals, such as educators or other professional associates. If you are entering your references in the online application (preferred), complete the following fields:
  • First and Last name
  • Title (include their relationship to you, for example: Field Administrator, former supervisor)
  • Phone
  • Email
  • Address Line 1 (list the name of the reference's organization)
• Salary is based on skills and abilities that apply to the primary functions of the role and/or years of experience and is decided at the time a final offer of employment is made. The salary range listed in the job posting includes steps A-M. Within a permanent salary range, step M is a longevity step, it is typically gained six years after being assigned to step L.
• Work with or near incarcerated or supervised individuals: This position may work directly with or near incarcerated or supervised individuals in a potentially hazardous setting. Take this into account before applying.
• Background and criminal record history checks will be conducted prior to employment. Information gathered may not preclude employment, but it will be considered in determining your suitability for the position.
• Pre-employment drug test: A drug test may be administered as part of the pre-employment process. Applicants who test positive for a controlled substance may 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 you could expect in this position.
• 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 Form I-9’s list of acceptable documents. Note: DOC does not use E-Verify. We are not able to partake in STEM Optional Practice Training (OPT).
• Foreign equivalent degrees: If your degree was awarded outside the United States, you may be required to provide a credential evaluation report if your education is used to meet the minimum requirements. Reports can be requested from www.wes.org and www.aice-eval.org.
• Represented Position: This position is represented by the Washington Federation of State Employees (WFSE).

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year, in accordance with the CBA
• 8 hours of paid sick leave per month
• 12 paid holidays each year (includes a personal holiday)
• Personal leave day
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation
• Visit our benefits page for more!