Administrative Assistant 2

Administrative Assistant 2 Washington State Penitentiary (WSP)

Walla Walla, WA

Note:
This recruitment may be used to fill future vacancies that may occur.

The Department of Corrections (DOC) is seeking a highly motivated and qualified individual for the position of Administrative Assistant 2 at Washington State Penitentiary (WSP).

The Washington State Penitentiary is staffed 24‑hours a day, 7 days a week. Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all incarcerated individuals can learn to make choices that contribute to a safer society.

The Department of Corrections (DOC), as a partner in the criminal justice system, enhances public safety, administers criminal sanctions and programs in accordance with the law and provides leadership for the future of corrections in Washington State.

The Washington State Penitentiary (WSP) is comprised of 4 Close Custody Units, 3 Special Housing Units, 2 Intensive Management Units, 2 Medium Units, 2 Minimum Housing Units and a Hospital. In all, WSP houses approximately 2,000 incarcerated individuals and employees approximately 1,000 staff.

DOC is an organization that respects individuals for their unique qualities and strives to create a safe environment for individual uniqueness.

The incumbent(s) will perform complex administrative support duties such as independently planning, organizing, and prioritizing work, compiling reports, developing, modifying, and/or maintaining database management, office record keeping and filing systems, establishing office procedures, standards, priorities, and deadlines, and coordinating office operations.

The individual in this role will initiate action to ensure the work unit and/or office goals are met and will have frequent contact with clients, the public, staff members from other departments and other stakeholders.

Exceptional communication skills will be essential in this role as this person will face challenging interactions with individuals who may be upset, confused, demanding or otherwise difficult people at times.

• Formatting transcription from rough drafts. Take meeting minutes, compose, and type letters, meeting notices, and agendas. Proofread material making corrections for grammar, punctuation, spelling, and basic sentence structure.
• Performing complex work processing tasks such as merging and sorting, integrating text with graphics, spreadsheets, and database files, uploading/downloading and creating footnotes and outlines, statistical software packages, prepares spreadsheets involving the development of formulas, combines files to create reports, uses graphics software and recommends appropriate display of information.
• May be required to use various operating systems and software.
• May be required to produce technical manuscripts.

• Maintains Supervisor’s calendar and makes appointments.
• Schedules, arranges, and prepares for meetings.
• Provides information related to supervisors planning, organizing and operation of the department.

• Relaying messages and instructions from the supervisor to others.
• Ordering supplies and equipment from General stores, TRACKS system, and other ordering systems as necessary.
• Establishing and maintaining office procedures, standards, priorities, and deadlines.
• Establishing, maintaining, and revising electronic and/or manual hard copies of files and manuals.

• Maintaining records of incoming and outgoing correspondence and documents and follows-up on work in progress as at the direction of the supervisor.
• Uses spreadsheets and database software to develop and maintain records.
• Compiles and produces reports, studies, manuscripts, applications, financial statements, schedules, testing material, evaluations, and other documents.

• High school diploma or GED equivalent
• Two (2) years of increasingly responsible office…