Executive Secretary- Central Command

Salary: $72,804.00 Annually
Location : Thurston County - Tumwater, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2024-00414
Department: Dept. of Corrections
Opening Date: 01/10/2024
Closing Date: 1/17/2024 11:59 PM Pacific
Description
Executive Secretary
Full Time/Permanent
Tumwater, WA
Annual Salary: $72,804
This position serves as the principal assistant to the Men's Prisons Division, Command Central Deputy Assistant Secretary who is responsible for three prisons in Washington State. This position provides technical and administrative support to aid in the management and coordination of DOC and in particular, Command Central business operations.
This position utilizes specialized knowledge and independent judgment to plan, prioritize, and organize a diversified workload and to investigate and resolve problems related to Command Central operations. This position assists in managing operations to promote public safety.
This position establishes office procedures, standards, priorities, and deadlines. This position initiates action to ensure work and office goals are met.
Duties
Provide primary confidential support:

• Primary assistant to the Men's Prisons Division Command Central Deputy Assistant Secretary.
• Accomplishes varied and complex projects and assignments; makes decisions and acts on behalf of the Deputy Assistant Secretary on administrative matters.
• Develops written correspondence on behalf of the Deputy Assistant Secretary, exercising signature authority on designated administrative matters.
• Responds to internal and external requests for information.
• Researches and analyzes methods and procedures, programmatic and policy issues, and develops recommendations.
• Facilitates resolution of agency policy issues with emphasis on specializing in analyzing and developing solutions to address policy issues impacting the Prisons Division.
• Works with appropriate staff to implement policy and/or procedural changes.
• Represents Deputy Assistant Secretary at meetings. Manages the Deputy Assistant Secretary schedule and establishes priorities.
• Use independent judgment to accomplish assignments or solve problems and coordinate within the department or other agencies as needed.
• Responsible for developing new work methods, office procedures, standards, or strategies, or modifying existing work methods to solve new or unusual problems.
• Plan and prioritize work to meet internal and external deadlines. Keep the Deputy Assistant Secretary apprised of deadlines and matters requiring review and/or attention.
• Modify or maintain the Men's Prisons Command Central Bulletin Board Phone Roster.
• Coordinate notification for meetings and prepare agendas.
• Make travel arrangements, flight, and hotel reservations for the Deputy Assistant Secretary, submitting for reimbursement.
• This position establishes office procedures, standards, priorities, and deadlines. This position initiates action to ensure work and office goals are met.
• Investigate, research, and gather information to personally respond to select items via written correspondence, Outlook, fax, or by telephone as directed.
• Facilitate resolution of legal, operational, personnel, and policy matters with others to include Assistant Attorneys General, agency executives, and other internal/external stakeholders.
• Develop responses for critical issues for the Deputy Assistant Secretary such as the release of restricted information, gubernatorial inquiries, and labor relations matters.
• Gather and respond to public disclosure requests as required.
• Review records to ensure they are responsive to the request based on the scope of the request.
• Track and monitor requests as needed.
• Provide office managerial duties such as equipment maintenance and ordering office supplies, computers, cell phones, furniture, and other equipment for the Deputy Assistant Secretary and those departments at Headquarters and the prisons which report directly to the Deputy Assistant Secretary.
• Monitor completion of staff performance and development plans for the Deputy Assistant Secretary.
• Has authority to approve supply expenditures up to $1,000. Communicate and interact regularly with assigned DOC Budget Director and Assistant Secretaries and division managers.
• Verify and prepare invoice vouchers for those department at HQ and prisons that report to the Deputy Assistant Secretary.
• Explore and implement filing/retention efficiencies for the Deputy Director's office. Research and prepare responses to lawsuits and complaints naming the Deputy Assistant Secretary.
• Use SharePoint, Microsoft Office, and Adobe Pro as needed to manage and track information or research department information.
• Process, prioritize, and distribute all incoming/outgoing mail for the Deputy Assistant Secretary.
• Route all superintendent memos and informational materials as directed by the Deputy Assistant Secretary.
• Participate as a member of the Executive Secretaries Group which provides support for the Executive Staff.
• Perform project tasks as assigned.
• Attend meetings as requested and prepare and distribute meeting minutes if needed.
• Provide support to those departments which report to the Deputy Assistant Secretary as time allows.
• Serve in Command Center and on committees.

Office Support:

• As part of the support team, assists with general office duties such as answering the main telephone line, reserving conference rooms, vehicles, and phone lines. Also arranging other staff travel as needed.
• Other duties as assigned.

Qualifications
Three (3) years of progressive administrative assistant experience providing support to a mid-level manager or
higher.
Intermediate level of proficiency in MS Office Word, Outlook, and Excel
LOCAL AND JOB SPECIFIC COMPETENCIES:

• Ability to research, accumulate, organize, and communicate technical information both orally and in writing, using various technologies such as telephone, electronic mail, and other electronic equipment.
• Ability to prepare correspondence, writing complex sentences, using proper punctuation and grammar.
• Ability to represent supervisor at meetings, conferences, and/or conventions, speaking for him/her on agency matters.
• Ability to address or respond to agency or public groups on departmental functions and policies.
• Demonstrated success in holding progressively higher level administrative support positions for executives.
• Demonstrated ability to effectively communicate in writing and verbally.
• Demonstrated ability to build and maintain effective internal and external working relationships.
• Demonstrated ability to maintain confidentiality of information.
• Demonstrated competence and applied professionalism to speak on behalf of the Deputy Director.
• Effective time and project management skills.
• Demonstrated resourcefulness.

Preferred/Desired Qualifications:
Bachelor's degree in business administration, public administration or closely allied field from an accredited
institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education
Accreditation (CHEA) or a foreign equivalent.
Experience working in state government as an administrative assistant to a mid-level or higher manager.
Experience using SharePoint.
Knowledge of:
State government organization and administrative procedures;
Federal and local government functions;
Office methods and procedures;
Research methods and data collection;
State budget development and contracting; and State and agency functional and personnel policies.
Supplemental Information

• Mission: The mission of DOC is to improve public safety by positively changing lives.
• Our Vision: Working together for safer communities.
• Our Commitment: To operate a safe and human corrections system and partner with others to transform lives for a better Washington.
• Our Core Values:
  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. Supporting people's success: Corrections is committed to our community - understanding individuals, instilling hope, embracing change, and providing opportunities.

IMPORTANT NOTES:

• Please include a minimum of three (3) professional references with your application. A professional reference is defined 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.

**Please note: Phone number AND email address are required for all professional references.

• 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 near 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. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
• 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 from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
• This position may be represented by a bargaining unit.

• 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.

We are committed to hiring individuals who possess 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.

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:

• 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!

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, gender expression, 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 or call (360) 515-2453.
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.
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