Administrative Assistant - SCCC

Description

Administrative Assistant 1 – Full‑Time Permanent – Salary: $3,936–$5,213 Monthly – Stafford Creek Corrections Center (SCCC), Aberdeen, WA.

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 1 at the Stafford Creek Corrections Center in Aberdeen, Washington. The facility is a 1,936‑bed multi‑custody center with multiple living units and a restrictive housing unit, and is home to a tobacco‑free environment for staff and incarcerated individuals. Staff provide high personal satisfaction by creating environments in which all incarcerated individuals can learn to make choices that contribute to a safer society.

Agency profile:
For additional information about our agency, visit the Department of Corrections website.

• Provides confidential administrative, secretarial and office management functions for the Correctional Program Manager.
• Performs complex secretarial duties such as independently prioritizing work, compiling reports, studies, applications, and maintaining a database, office record keeping, or filing system(s). Independent performance of complex secretarial assignments and projects requires substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.
• Establishes office procedures, standards, and priorities; coordinates office operations; has frequent contact with staff members from other departments; assists others by providing work guidance or direction but does not assign, instruct, or check the work of others on a regular basis.
• Screen, sort, and distribute correspondence and phone calls to the appropriate staff.
• Independently researches and compiles statistical data for preparation of reports and special projects.
• Drafts correspondence for review and approval, ensuring content is in compliance with policies and procedures.
• Coordinates incoming and outgoing transport weekly, including screening of arrivals and unit placement for all individuals based on screening criteria and available bed space.
• Coordinates new arrivals attendance for New Incarcerated Individual Orientation weekly, scheduling facilitators and required material per Department of Corrections Orientation policy.
• Establishes the weekly incoming and outgoing transportation unit housing assignments by monitoring the SCCC Complex Manifest and sending to living units along with additional work areas after screening of the pre‑established criteria.
• Initiates action to ensure work unit and/or office goals are met; uses independent judgment to accomplish assignments or solve problems.
• Resolves problems and responds to inquiries regarding procedures and services.
• Develops new work methods, procedures, or strategies, or modifies existing ones to solve new or unusual problems.
• Establishes or revises electronic or manual files.
• Screens, prioritizes, and distributes mail; formats transcription from rough draft; maintains records of incoming and outgoing correspondence and documents; follows up on work in progress.
• Proofreads material, making corrections for sentence structure, spelling, grammar, and punctuation.
• Composes and/or types letters, acknowledgments, notifications, confidential and sensitive materials, etc.
• Evaluates costs for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects.
• Assists with documents regarding visitation, including yearly extended family visitation, regular visitation schedules, and special visit tracking and scheduling.
• Responds via the CePrisons kiosk mailbox to incarcerated individuals for information, questions, comments, and concerns; inventories and maintains donated clothing in storage closet, tracking release backpacks monthly.
• Attends meetings, takes and transcribes meeting minutes, and attends project development meetings with or for the Correctional Program Manager upon request.
• Maintains databases, spreadsheets, and uses Microsoft Office software; updates and maintains Policy and Operational Memorandums.
• Performs complex word‑processing tasks such as merging and sorting, integrating…