Administrative Assistant - PN- HQ

Administrative Assistant 3 WA State Department of Corrections Tumwater, WA Full Time-Project Monthly Salary Range: $4,632 to $6,200

The Department of Corrections is seeking a highly motivated and qualified individual for the role of Administrative Assistant 3 (AA3).

The Administrative Assistant 3 (AA3) supports the DOC Mission of improving public safety by positively changing lives by serving as the administrative support for Health Services Reentry teams to support success of the Medicaid Transformation Project, particularly the reentry Targeted Case Management requirements. Work includes support of Psychiatric Social Workers, Reentry Nurses, Medical Disbursement Unit and other Health Services Reentry Staff.

Health Services Reentry mission is to provide comprehensive, specialized healthcare discharge planning and community linkage to individuals releasing from incarceration to support integration and wellness.

The AA3 position is critical to support the mission of reducing recidivism and improving health outcomes of individuals transitioning from prison to community.

Application assessment will be ongoing, and 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.

• Provides secretarial support; takes minutes, drafts correspondence.
• Compose letters, acknowledgements, notifications, confidential and sensitive materials, meeting notices, minutes and agendas, compile schedules, committee materials and other documents.
• Assists in devising unit standards/ procedures to ensure adherence to policies
• Proofread program material and correspondence, independently making corrections for sentence structure spelling, grammar and punctuation.
• Arrange meetings (including telephonic) using Outlook, reserve conference rooms.
• Facilitates putting together and updating desk manuals for programs in partnership with HS Reentry Program leads.
• Updates SharePoint including uploading of documents, building new SharePoint sites.
• Take minutes for staff and community partnership meetings and post to appropriate location/files per organizer.
• Provide support related to scheduling meetings and reserving conference rooms.
• Conduct archiving activities based on request from HS Reentry Program leads.
• Prepare reports as requested to show program metrics, facilitate data sharing, and support Health Services Reentry.
• Relays information between Psychiatric Social Workers or other HS Reentry Leadership and direct line staff.
• Supports hiring.
• Coordinate with other departmental staff members on administrative practices and procedures.
• Managed shared email boxes, facilitate any needed follow up.

• Track and enter referrals and report data into SharePoint with workflows to end user.
• Request identified records via email, portal system and fax. Receive records and document receipt.
• Track all records requests to completion within expected time frames.
• Document as identified in electronic systems and files.
• Assist with purchasing to include maintaining records associated with purchasing (all receipts, confirmations, etc.).
• Maintain Designation Log, facilitate designation process to include initial screening.
• Complete other administrative support functions for RCS Manager.

• Update Organizational Charts.
• Assist with writing, proofreading, and updating position descriptions.
• Order Supplies for the team, using TRACKS.
• Make travel arrangements and prepare travel vouchers using TEMS system.
• Other recruitment/ human resources communication/ related duties as assigned.

• Administrative support tasks as needed.
• Quality Assurance Tasks as assigned.

• 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…