Administrative Assistant -CJ- HQ

Administrative Assistant 4

Full‑Time Permanent

Monthly Salary Range: $4,542 to $6,107

Department of Corrections is seeking a highly motivated and qualified individual for the role of Administrative Assistant 4 (AA4).

The Quality Department, housed within the Health Services Division, is responsible for ensuring that the Department of Corrections (DOC) maintains compliance with internal policies, external regulations, and nationally recognized standards of care. The Department leads system‑wide efforts in survey readiness, adverse event tracking, regulatory licensure, and continuous quality improvement across all clinical disciplines.

The Administrative Assistant 4 reports to the Health Services Administrator (HSA) under the Deputy Assistant Secretary for the Office of Quality, Governance, and Accountability to support DOC’s healthcare quality improvement, quality assurance, and quality compliance programs. The AA4 plays a critical role in supporting multiple program areas, while coordinating meetings for facility‑based quality teams, Health Services Leadership, and external regulatory bodies to ensure team alignment with RCW, WAC, and regulatory standards.

This position collaborates with other support positions across disciplines – including Nursing, Behavioral Health, Medical services, and Operations – to support agency‑wide readiness, defensibility, and patient safety. Work also includes collaborations with other divisions to build and/or support governance structures and consultations on adverse event reviews, policy development, and system‑level quality initiatives.

The Health Services Division of the department is responsible for the delivery of health services in accordance with department policies, RCW 72.10, DOC Health Plan, and in conjunction with DOH and HCA requirements. The AA4 supports the department’s mission by providing critical support to managers and exempt staff to achieve performance measures and expected outcomes internally and with external stakeholders.

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.

Provide high‑level clerical, secretarial, and administrative duties to support Quality, Governance and Accountability programs.

• Developing budget estimates, monitoring expenditures, and collaborating with financial staff to meet fiscal objectives.
• Monitor unit grants, contracts, service fees, cost centers, assists in establishing annual financial goals or target dates.
• Represents and/or communicates on Administrator’s behalf at meetings, conferences, etc.; speaks for supervisors on administrative policy matters.
• Supports ASB and other assigned meetings as directed.
• Ensures the confidentiality of Administrator’s correspondence, reports, and documentation.
• Compiles data and prepares complex grant/budget proposals for new, continuation, and competitive renewals on grants and contracts.
• Develops correspondence for agency leadership regarding unit information/announcements.
• Prepares annual reports and works with others to resolve contractual issues.
• Provides secretarial support to Administrator and backs up other administrative positions. Formats transcription, records minutes, composes, edits and types letters.
• Participates in strategic and quality planning process.
• Coordinates with program managers and budget staff in preparing request packages and budget‑related responses to the legislature.
• Oversees legislation development in collaboration with Executive Policy Office (EPO) and department fiscal staff.
• Conducts or supervises the preparation of studies or project summaries.
• Coordinates policy and agency matters within the agency and with other governmental agencies; investigates and coordinates operating methods and procedures with other various staff agencies; develops improved administrative methods, such as research, quality, training and instruction.
• Prepares correspondence for Unit leads; exercises signature authority on…