Administrative Assistant

Administrative Assistant 3 (AA3)

Monroe Correctional Complex – FULL TIME – Permanent

The Department of Corrections is seeking an energetic and highly qualified individual for the position of Administrative Assistant 3 at Monroe Correctional Complex (MCC). This position is the primary contact and provides administrative support to the Associate Superintendent.

The Monroe Correctional Complex (MCC) is comprised of five units:
Washington State Reformatory Unit (WSRU), Twin Rivers Unit (TRU), Minimum Security Unit (MSU), Special Offenders Unit (SOU), and the Intensive Management Unit (IMU). In all, MCC houses approximately 1,700 offenders and employs approximately 1,200 staff.

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 offenders can learn to make choices that contribute to a safer society.

This position serves as the primary assistant to the Associate Superintendent of MSU/TRU. The Administrative Assistant 3 provides a wide range of highly confidential and complex administrative tasks. You will exercise independent judgment and maintain confidentiality as you coordinate the area's administrative activities in relation to the established goals and mission while placing an emphasis on process improvements.

• Represent the Associate Superintendent’s goals/interests and provide interpretation and/or explanation of DOC/MCC policies and viewpoints.
• Gather information, organize and compose confidential and routine letters, memos and correspondence from verbal direction or dictated notes for approval/signature of the Associate Superintendent.
• Provide confidential administrative, secretarial support, and office management functions to the Associate Superintendent of Operations.
• Prioritize, coordinate, and monitor complex work assignments or projects assigned to the executive team.
• Engage in staff and incarcerated individual programs.
• Manage KIOSK boxes, respond to KIOSK timely and appropriately.
• Provide public relations for staff, visitors, offender families, and the public.
• Schedule appointments/meetings and maintain calendar and conference rooms.
• Use intermediate skills in computer programs including MS Word, Excel, PowerPoint, and all applicable DOC programs.
• Participate in facility-wide committees and screen all incoming calls and visitors and redirect callers to the appropriate area.
• Responsible for leaving grounds to obtain various supplies/items as needed.
• Assign, process and prepare reports for I/I property loss claims.
• Attend events on behalf of the Associate Superintendent.
• Responsible for breaking down complex information and transferring to a format that is easily understood when used as a guide during stressful incidents.

• High school diploma or equivalent G.E.D.
• Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Strong organization skills and the ability to prioritize work and work independently.
• Ability to maintain strict confidentiality and meet deadlines in stressful situations.
• Must be able to type 50 words per minute.
• Strong written and verbal communication skills at all levels.
• Skilled in English grammar, punctuation, and use of vocabulary.
• Computer proficiency/knowledge to include but not limited to Word, Outlook, Excel and PowerPoint.
• Must effectively work in a team environment.
• Professional representation of Executive Leadership at all times.
• Must be willing to work in an adult, male correctional environment.
• Proficient in composing, sending and replying to electronic mail in a professional manner.
• Formal education may substitute year-for-year of experience.
• Ability to write clearly, factually, and concisely.
• Analyze and interpret data, weigh the risks, and make decisions or recommendations to address staff and offender needs.
• Identify and address offender behavior/needs.
• Organize and prioritize work.
• Apply conflict resolution skills.