Administrative Assistant 3 | Tacoma Reentry Center

Description

Administrative Assistant 3 | Tacoma Reentry Center

Full Time | Permanent

Location: Tacoma Reentry Center| Tacoma, WA

Salary Range: $4,132 - $5,523 Monthly

The candidate of choice must work from the office daily. This position is not telework eligible.

This position is represented by the Washington Federation of State Employees bargaining unit.

This recruitment is open to current DOC employees only.

The Washington State Department of Corrections is seeking an organized, resourceful administrative professional who enjoys supporting leadership, coordinating operations, and contributing to meaningful work to join the Tacoma Reentry Center team as an Administrative Assistant 3 (AA3)! The goal of this position is to support Reentry Center operations and helping ensure the resources, processes, and services are in place to support successful community transitions.

As an Administrative Assistant 3, you will provide complex and confidential administrative support while overseeing the center’s clerical operations. You will serve as a key administrative partner to the Reentry Center Manager, supporting the overall management of custody staff, community corrections staff, maintenance staff, and food service staff.

Your responsibilities will extend to a variety of operational and business functions, including supporting budget and purchasing activities, coordinating supplies, researching costs for equipment and facility needs, and maintaining accurate equipment inventories. You will assist the RCM in monitoring staff compliance with established policies and standards, ensure operational memorandums are current and complete, and help maintain the administrative processes necessary for effective facility operations. Through sound judgment, organization, and attention to detail, you will help ensure the center operates efficiently and remains responsive to its ongoing needs.

This position plays an important role in supporting the Department’s reentry mission by helping maintain the operations and resources that provide residents with opportunities, tools, and support for successful transitions into the community. If you are ready to combine your administrative expertise, leadership skills, and commitment to public service, join DOC and help improve public safety by positively changing lives.

A completed application packet will include:

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

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:

• Providing direct secretarial support to the Reentry Center Manager (RCM) and establishes office procedures, standards, priorities, and deadlines which includes:
  • Preparing supervisory files, System Access Requests, Personnel Alert emails, employee criminal history requests, and emergency contact sheet
  • Building and tracking documents for audits to include PREA, Department of Health, Safety Audits
  • Maintaining electronic files and systems for audits
  • Collecting and maintaining PREA audit documents and ensure audit information is uploaded into the PREA Online Audit System
  • Monitoring emails, updating the electronic calendar, and making appointments
  • Assisting with inventory control for forms, supplies, duty gear, furniture, cell phones, badges, building keys and equipment
  • Monitoring special projects, request system reports, and audit caseloads. Prepare monthly data information on BOE’s, UA, Offender Contact
  • Ensuring policies are distributed and tracked for staff review
  • Assisting the RCM in the development of operational memorandums, tracking, and completing
  • Initiating actions to ensure work unit goals are met
• Supervision and leadership of clerical support
• Monitoring and evaluating office budget status and initiating corrections
• Providing coordination support for facility staff training requirements and tracks training for compliance
• Other duties as assigned

Qualifications

What we need (required qualifications):

• High school diploma or equivalent
• Computer knowledge required (i.e., Microsoft Office, Excel, databases etc.)
• Ability to file, use appropriate grammar, punctuation, and spelling
• Strong written and verbal communication skills
• Three years of increasingly responsible office experience requiring keyboarding or typing and including experience leading the work of others
• Ability to exercise independent judgment to accomplish or solve problems and to develop new work methods, procedures, or strategies to solve new or unusual problems

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

• One (1) or more years’ experience with Microsoft SharePoint
• An AA Degree or higher In Office, Business Administration, or related field. Prior WA DOC experience
• Experience with WA DOC databases, such as OMNI, OnBase, CePrison and Trust Account System

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.

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.

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:

• 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. [external link]
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit .
• 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 [external link] and [external link] 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. If authorized for the role, 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. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.

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 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!

*Teamsters 117 represented positions receive 3 days of bereavement leave.

Retirement Options

• PERS: State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, visit the Department of Retirement Systems (DRS) or call 800-547-6657.
• PSERS: Many positions within DOC are covered by the Public Safety Employees' Retirement System (PSERS). If someone moves from a PERS-eligible position to a PSERS eligible position, they will retire under two different systems/plans. Contact DRS for more information.

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.