Administrative Assistant 4 - Health Services

Salary: $3,883.00 - $5,214.00 Monthly
Location : Snohomish County - Monroe, WA
Job Type: Full Time - Permanent
Job Number: 2024-MCC-AA4
Department: Dept. of Corrections
Opening Date: 03/06/2024
Closing Date: 3/13/2024 11:59 PM Pacific
Description
Please Note: COVID Vaccine requirement for DOC employment NO LONGER REQUIRED
The Department of Corrections is seeking a highly motivated and qualified individual for the role of Administrative Assistant 4for the Monroe Correctional Complex (MCC) located just northeast of the Seattle area. This is a full-time position, Monday-Friday with a day shift schedule.
The Administrative Assistant 4 position performs higher-level administrative duties to the Health Services Administrator (HSA) for the Monroe Correctional Complex (MCC) Health Services Department. The incumbent performs a variety of administrative/secretarial duties, support services, manages complex projects and assignments to include but not limited to program and project management functions in support of the Director while maintaining strict confidentiality. This position will collaborate with the Executive Assistants at Headquarters and the Administrative Assistant 3 at MCC. They will organize and schedule the Health Services Administrator's travel, calendar, and scheduling needs.
A completed application packet will include:

• A detailed resume
• A cover letter
• Three professional references

Applications will be reviewed as they are received. The hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.
Duties

• Provide direct support to the Health Services Administrator at MCC.
  • Provides administrative support to supervisor; coordinates HSA office operations; keeps supervisor's calendar; makes travel arrangements; screens and prioritizes, and distributes mail.
  • Transcribes/takes minutes, screens calls and visitors;
  • Assist with project management for HSA such as participating in strategic and quality planning process.
  • Supports the HSA in coordination of fiscal year decision packets.
  • Supports the HSA in legal obligations.
  • Assists with recruiting efforts.
  • Reviews forms sent to HSA for completeness and prepares executive level documentation for Health Services Administrator signature.
  • Schedule meetings and conference calls, draft correspondence letters, meeting agendas and reports related to the Health Services Department.
  • May assist with maintaining MCC Business Licenses and DOH Health Care Entity renewals and documents.
  • Provide general troubleshooting and computer support to Health Services staff in software application such as Microsoft Word, Outlook, Excel, OMNI, OMNI HS, and OMNIXX.
  • Produce and maintain monthly reports on Health Services.
  • Supportive in collaboration with the Executive.

Coordinate all personnel matters for Health Services requiring the Appointing Authority's attention.

• Processes and handles confidential information for a variety of personnel matters on behalf of the Appointing Authority.
• Develops and maintains the Health Services Organizational Chart and serves as the primary point of contact for Human Resources and Health Services Leadership on personnel matters.
• Coordinates on behalf of the Appointing Authority's personnel actions including but not limited to, position establishment, recruitment/appointment, and recommendations of action to the Assistant Secretary.
• Ensures staff compliance with agency affiliate and professional credentialing.
• Consults with Health Services supervisors/managers to ensure training and development planning for staff are consistent with resources allotted in the budget.
• Coordinates staff training, development planning, and implementation.
• Prepares quarterly and annual reports for leadership.
• Ensures all DOC public disclosure requests assigned to Health Services are fulfilled in a timely manner with proper documentation.

Supervision of assigned staff.

• Complete all evaluations in a 100% timely manner.
• Meet with your supervisees at least monthly for documented supervision.
• Cover Coordination of New Employee Orientation/Onboarding when the Secretary Senior is off site/not available.
• Provide back up for AA3 for CQIP documentation and Health Services Phone List management.

All other duties as assigned.

• Special projects for various departments, as needed.
• Audit preparation support.

Qualifications
Required Qualifications:

• High School Diploma or GED.
• Four (4) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work in a health care environment.
  • Note: Formal education will substitute year-for-year for the experience.
• Knowledge of office procedures and practices; business management practices, research methods and data collections; communication and correspondence practices.
• Ability to work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech.

Preferred Qualifications:

• Five (5) years of progressively responsible experience in office/clerical, secretarial, medical record keeping, bookkeeping, accounting, or general administrative work.

Supplemental Information
Please include a minimum of three professional references with your application:

• The Department of Corrections defines a professional reference as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies.
• If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.
• Phone number AND email address are required for all professional references.

What we offer:
As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

Additional Information:

• The mission of DOC is to improve public safety. For additional information about the agency, please visit doc.wa.gov.
• A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Employees may work directly with or in close proximity to incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws.
• Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days of the date of hire. When positive tests result, further information, testing and treatment may also be required. Employment is not contingent upon test results.
• If this position is included in a Union Shop, employees will be required to become members within thirty (30) days of employment.
• Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
• Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.

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

• Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
• Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
• People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
• Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
• Supporting people's success: Corrections is committed to our community - understanding individuals, instilling hope, embracing change, and providing opportunities.

We are committed to hiring individuals who possess the following core diversity competencies:

• Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.
• Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic, and cultural backgrounds.
• Respectfully acknowledge people's differences and recognize these differences as important and valuable.
• Promote inclusiveness.
• Be culturally sensitive and appropriate.
• Respect and value diverse backgrounds and traditions.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity diversity, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability, or the use of a trained guide dog or service animal by a person with a disability.
For questions about this recruitment, or to request reasonable accommodation in the application process, please email zenon.mateyka@doc1.wa.gov or call at 509.290.7123. For TTY service, please call the Washington Relay Service at 7-1-1 or 1.800.833.6388.
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and...