Administrative Assistant

Description

Administrative Assistant 4

Full Time Permanent

Washington State Penitentiary – Walla Walla, WA.

The Department of Corrections (DOC) seeks a highly motivated and qualified individual for the position of Administrative Assistant 4 at Washington State Penitentiary (WSP). The facility staff 24 hours a day, 7 days a week, administering criminal sanctions and public safety programs in accordance with state law.

Provide confidential administrative support to Superintendent

B.

• Prepare correspondence, including transcription, recording minutes, composing/editing letters, and exercising signature authority.
• Arrange travel and lodging and track expenditures.
• Maintain the Superintendent B’s calendar and coordinate meetings and appointments.
• Research, compile data, and prepare routine or complex reports.
• Coordinate with facility and departmental staff on practices and procedures.
• Prioritize and coordinate special projects as assigned.
• Exercise decision‑making authority and discretion on behalf of the Superintendent with confidentiality.
• Prepare background information for meetings or correspondence.
• Coordinate meeting arrangements and screen correspondence and documentation.
• Review and coordinate supervisory reviews of policies and write responses to requests for review.

Coordinate office operations and provide public relations within Superintendent B's Office.

• Provide administrative office management, organize workflow, monitor issues, and provide status updates.
• Screen, prioritize, and distribute incoming mail; identify critical correspondence for action.
• Establish and maintain paper and electronic files and manage archives per policy.
• Interpret and apply administrative policies to support the office.
• Provide public relations services, greet calls, disseminate information, and serve as liaison to staff and visitors.
• Represent the Superintendent in verbal or written communication and attend meetings as assigned.
• Approve purchases using delegated authority.
• Review financial, budget, personnel, and payment reports.
• Gather and organize project information; develop operational templates and track projects.

Provide backup support to Public Information / Public Disclosure / Legal Liaison operations.

• Respond to requests from Attorney General Office or DOC Headquarters.
• Respond to public disclosure requests.
• Assign or review operational memorandums for approval.
• Support the Emergency Command Center for emergency operations.

Required Qualifications

• High School Diploma or equivalent AND four (4) years of progressively responsible experience in office/clerical, secretarial, or general administrative work.
• Associate’s degree AND three (3) years of progressively responsible administrative experience.
• Two (2) years as an Administrative Assistant 3 (AA3).
• Formal education may substitute for experience on a year‑for‑year basis.

Additional requirements:

• Intermediate proficiency in Microsoft Word and Outlook; basic proficiency in Excel and PowerPoint.
• Developing proficiency in SharePoint, Visio, and Teams.
• Professional conduct, communication skills, and independence.
• Ability to maintain confidentiality and decide independently.
• Dependable, accurate, efficient, and discreet with varied secretarial work.
• Effective prioritization of tasks, phone calls, and customer requests.

Preferred/Desired Qualifications

• Bachelor’s degree in Business Administration, Public Administration, or a closely allied field.
• Two (2) years of administrative assistance experience OR five (5) years in an upper‑level administrative support position with progressive responsibility.
• Three (3) years of supervisory experience.

Knowledge, Skills, and Abilities

• Advanced proficiency in Word and Outlook; intermediate proficiency in Excel and PowerPoint.
• Intermediate proficiency in SharePoint, Visio, and Teams.
• Ability to learn, interpret, and apply policies and procedures.
• Research and resource‑identification skills with a focus on timeliness.
• Strong relationships with internal and external stakeholders.
• Professional communication on behalf of senior management.
• Problem‑solving under stress or adverse conditions.
• Leadership, cooperation, trust building, and project management…