Administrative Assistant

Position Overview

Administrative Assistant 4
Full Time Permanent
Washington State Penitentiary (WSP), Walla Walla, WA

Under the direction of Superintendent B, this position provides independent judgment and high‑level confidential administrative functions for a multi‑level correctional facility. The job supports the mission of the Department of Corrections (DOC) to improve public safety by positively changing lives through direct administrative, office management, public relations, and executive secretarial functions for the Superintendent.

• Prepare correspondence for Superintendent B, including formatting, transcription, recording minutes, composing/editing letters, and exercising signature authority on administrative correspondence.
• Arrange all travel and lodging, prepare travel authorizations, and track expenditures.
• Maintain Superintendent B’s calendar and schedule, coordinate meetings and appointments.
• Research, compile, and prepare routine and complex reports.
• Coordinate with other facility/department staff on administrative practices and procedures.
• Direct, prioritize, and coordinate special projects as assigned by Superintendent
  
  B.
• Exercise decision‑making authority, exercise good judgment, and handle all matters with discretion and confidentiality.
• Prepare background information for meetings or correspondence.
• Coordinate arrangements for meetings, screens, and distribute correspondence and documentation.
• Review and coordinate supervisory reviews of policies, and write cohesive responses to requests for review.
• Provide administrative office management, organize/direct workflow, monitor issues, provide status updates, and ensure timely completion of assignments.
• Review, screen, prioritize, and distribute incoming mail, identify critical correspondence for action, and remind staff to respond to urgent communication.
• Establish, organize, and maintain paper and electronic files/records; manage all archives per policy.
• Use delegated authority to establish procedures and interpret administrative policies.
• Provide and oversee public relations in Superintendent B’s Office: greet and screen calls, disseminate information, act as liaison, and direct staff/visitors to appropriate resources.
• Represent the Superintendent through verbal or written communication and attend meetings representing the Superintendent.
• Approve purchases within delegated authority.
• Review agency and division financial/budget reports, personnel reports, and financial payments.
• Gather and organize project information before release; develop operational templates for tracking projects.
• Respond to requests from the Attorney General Office/DOC Headquarters.
• Respond to requests for public information and disclosures, assign and review operational memorandums, and provide support to the Emergency Command Center.

• High School Diploma or equivalent AND 4 years of progressively responsible experience in office/clerical, secretarial, or general administrative work
• • OR
  • Associates degree AND 3 years of progressively responsible experience in office/clerical, secretarial, or general administrative work
• • OR
  • Two years as an Administrative Assistant 3 (AA3)
• Formal education may substitute for experience (year‑for‑year).

• Intermediate proficiency in Microsoft Word and Outlook; basic proficiency in Excel and PowerPoint.
• Developing proficiency in Microsoft SharePoint, Visio, and Teams.
• High level of professionalism, personal and ethical conduct.
• Effective verbal and written communication skills.
• Ability to maintain confidentiality of information and make independent decisions.
• Dependable, accurate, and efficient administrative support with tact and discretion.
• Ability to respond to and prioritize multiple tasks, phone calls, and miscellaneous demands.
• Understand and carry out written directions.

• Bachelor’s degree in Business Administration, Public Administration, or a closely allied field; accreditation recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA).
• Two years of administrative assistance experience OR five years’…