Administrative Assistant

Administrative Assistant 1

The Washington State Department of Corrections has an exciting opportunity for an organized team player to join the Airway Heights Corrections Center as an Administrative Assistant
1. Airway Heights Corrections Center is a 2000+ bed male facility located approximately 10 miles west of Spokane. The prison consists of a main facility that houses medium and minimum custody incarcerated individuals (I/I). A separate perimeter adjacent to the main facility accommodates a minimum-security unit for I/I with minimum-custody or lower. 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.

The Administrative Assistant 1 position requires a very detail-oriented individual who can jump into a fast-paced environment and contribute to the agency's values of respectful and inclusive interactions, positively in words and actions and supporting people's successes.

A completed application packet will include:

• A cover letter regarding your interest in this position with our agency
• A separate detailed resume (should be a separate attachment)
• Three professional references

Some of your duties may include:

• Represent the CPM's goals and interests at a 2,100-bed minimum/medium security correctional facility performing administrative and office management duties in addition to providing direct secretarial assistance.
• Coordinate and organize office operations for CPM's chain of command, work commitments, status of projects and nature of contacts.
• Keep the CPM informed of significant and important items requiring review and action. Obtain information from staff members, relay assignments, call attention to deadlines.
• Support CPM with knowledge and adherence of administrative and policy matters and assist in short and long-term planning. Prepare background information in preparation for supervisor's professional commitments and establish priorities. Coordinate travel and meeting arrangements for CPM and managers/staff. Screen, prioritize and distribute mail. Work and use independent judgment to plan, organize and complete work in order of priority.
• Assists and helps to coordinate major projects. Attend, take and prepare minutes of meetings as requested. Provide information and report conclusions to CPM and their respective units/departments. Schedule CPM to attend various meetings. Serve as liaison between CPM and other staff members, other departments, agencies, incarcerate families, and the community transmitting and requesting status information.
• Compose and type letters, independently and from rough draft, memos, responses, acknowledgements, notifications, investigations, personnel letters, reports and/or research of highly confidential and sensitive nature, for staff and inmates. Research information as assigned by CPM.
• Relay phone messages using discretion and confidentiality to CPM, staff and inmate families. Establish and maintain a logical, retrievable filing system for CPM's varied departments. Maintain computer files.
• Back-up as needed for other CPM chain, to include mail, scanning, charting, filing, fund raisers, and clerical duties. Ensure CPM related kiosk boxes are reviewed and responded to periodically (to include but not limited to religious and cultural signups

Assist other OA's / Secretary Seniors/Stakeholders as needed.

Attend meeting appointments, TEAMS and other meetings to ensure objectives are met.

Schedule EFVs and Special Visit Requests per DOC 590.100 and 450.300

Other duties as assigned/directed.

Required qualifications:

• High School graduation or equivalent
• Two (2) years of increasingly responsible office experience requiring keyboarding or typing

Knowledge, skills and abilities:

• Proficient computer skills using Microsoft Office software (Outlook, Word, Excel, Teams, SharePoint) or similar software
• Demonstrated ability to maintain confidentiality and professional integrity in work unit or office
• Demonstrated ability to write clearly, factually, concisely and grammatically correct

Demonstrated ability to prioritize and complete tasks in accordance with established timelines, rules, policies and/or procedures. Preferred/Desired

Qualifications:

• Two (2) year or more years of experience communicating verbally and in written correspondence, with incarcerated individuals, co-workers, the public, and/or external agencies
• One (1) or more years independently performing complex secretarial assignments and projects requiring substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.
• One (1) or more years of experience drafting professional correspondence.

DOC experience preferred.

Vision:
Working together for safer communities. Mission:
Improving public safety by positively changing lives. Our Commitment:
To operate a safe and humane corrections system and partner with others to transform lives for a better…