Administrative Assistant

Administrative Assistant 2

Washington State Penitentiary (WSP), Walla Walla, WA

Note:
This recruitment may be used to fill future vacancies that may occur.

The Department of Corrections (DOC) is seeking highly motivated and qualified individuals for the position of Administrative Assistant 2 at Washington State Penitentiary (WSP). The Washington State Penitentiary is staffed 24 hours a day, 7 days a week. Whether the work is inside a prison, in community corrections, or in an administrative office, the DOC professional staff experience a high degree of personal satisfaction knowing they are creating environments in which incarcerated individuals can learn to make choices that contribute to a safer society.

The DOC as a partner in the criminal justice system enhances public safety, administers criminal sanctions and programs in accordance with the law and provides leadership for the future of corrections in Washington State. WSP houses approximately 2,000 incarcerated individuals and employs approximately 1,000 staff. DOC respects individuals for their unique qualities and strives to create a safe environment for individual uniqueness.

The incumbent will perform complex administrative support duties such as independently planning, organizing, and prioritizing work, compiling reports, developing, modifying, and/or maintaining database management, office record keeping and filing systems, establishing office procedures, standards, priorities, and deadlines, and coordinating office operations. The individual will initiate action to ensure the work unit and/or office goals are met and will have frequent contact with clients, the public, staff members from other departments and other stakeholders.

Exceptional communication skills will be essential in this role as this person will face challenging interactions with individuals who may be upset, confused, demanding or otherwise difficult at times.

Duties include but are not limited to:

• Formatting transcription from rough drafts. Take meeting minutes, compose, and type letters, meeting notices, and agendas. Proofread material making corrections for grammar, punctuation, spelling, and basic sentence structure.
• Performing complex work processing tasks such as merging and sorting, integrating text with graphics, spreadsheets, and database files, uploading/downloading and creating footnotes and outlines, statistical software packages, preparing spreadsheets involving the development of formulas, combining files to create reports, using graphics software and recommending appropriate display of information.
• May be required to use various operating systems and software.
• May be required to produce technical manuscripts.

• Maintains Supervisor’s calendar and makes appointments.
• Schedules, arranges, and prepares for meetings.
• Provides information related to supervisors planning, organizing and operation of the department.

• Relays messages and instructions from the supervisor to others.
• Orders supplies and equipment from General stores, TRACKS system, and other ordering systems as necessary.
• Establishes and maintains office procedures, standards, priorities, and deadlines.
• Establishes, maintains, and revises electronic and/or manual hard copies of files and manuals.

• Maintains records of incoming and outgoing correspondence and documents and follows up on work in progress as directed by the supervisor.
• Uses spreadsheets and database software to develop and maintain records.
• Compiles and produces reports, studies, manuscripts, applications, financial statements, schedules, testing material, evaluations, and other documents.

• High school diploma or GED equivalent.
• Two (2) years of increasingly responsible office experience requiring keyboarding or typing.

• Knowledge of basic administration procedures, office practices, correspondence preparation, state and departmental policies, application of positive management philosophies, procedures and practices.
• Ability to effectively plan and conduct the basic operations of an office; prepare coherent and meaningful reports; write clearly and effectively; work with others in a diverse environment in developing programs and operational plans.
• At least one (1) year of experience as a personal secretary, executive or administrative assistant.
• At least one (1) year of experience working in an adult corrections environment.
• Skilled competency with digital computer software such as Microsoft Office, Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft Publisher, and Microsoft PowerPoint.
• At least a fundamental understanding of the use and operation of modern computer technology.
• Ability to work independently with little to no supervision.
• Ability to independently plan, organize, complete and prioritize work, monitoring progress to establish or meet established office…