Administrative Assistant | Contracts & Legal Affairs

Administrative Assistant 3 | Contracts & Legal Affairs

Full Time | Permanent

Location: Tumwater, WA

Salary Range: $4,632 - $6,200 Monthly

This position is represented by the Teamsters 117 bargaining unit.

The Washington State Department of Corrections is seeking a highly organized and detail-oriented Administrative Assistant 3 to join the Contracts and Legal Affairs unit. Reporting to the Contracts Administrator, this position serves as the primary administrative support for the Administrator while providing advanced-level support across a variety of critical functions within the unit.

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 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 and referring requests to appropriate staff as needed
• Various Recurring Projects and Activities
• Public Disclosure Coordination
• Other Duties

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; 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…