Administrative Assistant- Cbcc

Salary: $4,206.00 - $5,630.00 Monthly
Location : Clallam County - Clallam Bay, WA
Job Type: Full Time - Permanent
Job Number: 2024-CBCC-AA3
Department: Dept. of Corrections
Division: HS - CBCC
Opening Date: 03/26/2024
Closing Date: 4/9/2024 11:59 PM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
*Please Note: COVID Vaccine requirement for DOC employment NO LONGER REQUIRED*
Administrative Assistant 3
Full-Time Position Monday-Friday
Salary Range $4,206- $5,630/month
Clallam Bay Corrections Center (CBCC)
Clallam Bay, WA
The Department of Corrections is seeking a highly motivated and qualified Administrative Assistant 3 in Health Services for Clallam Bay Corrections Center located in Clallam Bay, WA.
This position serves as a confidential Administrative Assistant to the Health Services Managers who direct and oversee all Health Services operations at Clallam Bay Corrections Center, a major correctional facility, and Olympic Correction Center, a camp corrections facility. It supports the Health Services Unit by providing administrative support to the Health Services Executive Management Team consisting of the Facility Medical Director, Psychologist head of Mental Health, the Nursing Supervisor. This position is a member of this team and contributes to efficient and effective operations at both facilities, exercising discretion and respecting confidentiality in all matters.
**PLEASE NOTE/TRAVEL INFO: We have a Vanpool incentive available to DOC employees who are eligible for the Clallam Transit Vanpool program commuting to Clallam Bay Corrections Center or the Olympic Corrections Center. Please be sure to ask for details on how to sign up!!**
CBCC has an operating capacity of 858 male individuals located on the point of the Olympic Peninsula. Located in Clallam Bay, WA. It is 50 miles west of Port Angeles and looks out over the Strait of Juan de Fuca at Vancouver Island.
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.
"This recruitment could be used to fill multiple permanent or non-permanent positions" "This recruitment could be used to fill multiple permanent or non-permanent positions"
Duties
Duties:

• Administrative Assistance for Health Services Managers
  1. Serves as liaison between the Health Services Managers, CBCC facility staff, incarcerated population, and our community. Provides public relations in the form of answering questions, providing information, arranging meetings, and interpreting policy and procedures with internal and external stakeholders. Establishes procedures and interprets and applies administrative policies to the work of the unit.
  2. Screens HSM's confidential hardcopy and electronic mail to review, prioritize, and identify critical correspondence for action, approval, and signature. Maintains schedules for HSM's, assists with time management, and occasionally attends meetings on their behalf. Schedules, records, and transcribes weekly HS Executive Management meetings and monthly CQIP meetings. Participates in strategic and quality planning processes and oversees action items to completion. Composes confidential correspondence. Exercises decision-making authority and use of good judgment in handling complex confidential and sometimes sensitive issues.
  3. Investigates medical charts and TAS financial records to respond to I/I medical kites regarding administrative and financial issues. Compiles data, develops and maintains compliance trackers, and submits recurring reports. Accepts delegated authority and responsibility for coordinating and tracking various administrative projects and tasks as assigned. Tracks work hours of contract staff and resolves contractual issues.
• Health Services Staffing Recruitment and Onboarding Coordinator / Logon ID Coordinator
  1. Works closely with HQ Recruitment/Talent Acquisition Teams and HS Human Resources to hire DOC HS employees. Processes recruitment documentation. Updates Position Description (PD) for review and approval. Creates and tracks requisition in Neogov. Completes interview workflow process for HR certified candidates and conducts reference checks. Completes Appointment Approval Requests and submits Salary Exemption or Alternate Work Schedule forms as necessary. Coordinates New Employee Orientation (NEO), OMNI and CIPS training, and Correctional Worker Core registration.
  2. Works closely with hiring managers, DOC Nurse Profiles team and contract employment agencies to fill medical and mental health professional position vacancies with qualified contract staff. Follows the agency staff vetting worksheet, collects documentation and verifies credentials, submits background check forms and Badge ID request, and schedules NEO training.
  3. Serves as Health Services Logon ID (LID) Coordinator. Submits the LID ticket to create the logon account and email for new contract staff. Submits access requests to secured facility locations and enterprise applications and shared drive data. Anticipates special requests such as Rubicon, TRA or InterPath access. Works with all HS staff needing access additions or changes.
  4. Serves as a facility Logon ID (LID) Coordinator responsible for requesting additions, changes, or deletions of staff access to DOC enterprise applications such as OMNI, Atlas, Callout, CePrison, CIPS, TRACKS and TAS/WOMS. Serves as backup to the Superintendent's LID coordinator for CBCC.
• Records Management
  1. Organizes and maintains paper and electronic files. Works closely with the Department Public Disclosure office for archival and destruction schedules. Creates and maintains staff supervisory files for HSM's direct reports and agency contract and attendance files.
  2. Maintains binder of HS staff members' current professional licenses. Verifies credentials and tracks expiration dates for DOC staff and contract staff with valid state or emergency licenses.
• Other duties as assigned

Qualifications
Required Qualifications:

• High school diploma or GED equivalent AND
• Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• OR formal education will substitute year-for-year for experience.

Preferred/Desired Qualifications

• Demonstration of core competencies listed above.
• Professional experience in maintaining calendars, schedules, making travel arrangements, coordinating and arranging meetings and appointments, and preparing reports and correspondence.
• Excellent oral and written communications skills with customer service orientation.
• Proficiency in computer applications and experience with general office equipment.
• Intermediate to advanced skills in Microsoft Office Suite, including Word, and Excel.
• Ability to work independently, prioritize assignments and manage time efficiently.
• Physically able to work on your feet more than four hours a day and lift to 30 pounds.
• Experience working in a health service environment and knowledge of medical terminology.
• Experience in a correctional environment.

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!
• Salary is based on steps A-M. Step M is normally a longevity step.

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.

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 amberrier@doc1.wa.gov or call at 509.540.7078. For TTY service, please call the Washington Relay Service at 7-1-1 or 1.800.833.6388.
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