ADMINISTRATIVE ASSISTANT 4

Please carefully read this posting in its entirety, as it contains important information for candidates.

Begin your application process online at :

• Click the green 'Apply' button on the job posting and sign in or create an account.
• Complete your application.
• Please be sure to attach the following to your application:
  • A cover letter outlining how you meet the qualifications for this position,
  • A detailed chronological resume,
  • A copy of your unofficial college transcript (if using college credits or degree to qualify for position) and
  • At least (3) three professional references - A professional reference is identified 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.
• Click "Accept & Submit" to submit your application.

Incomplete application packages may disqualify an applicant from the application process.

We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified, and documentation may be required. The initial screening will be solely based on the contents and completeness of the application materials submitted.

Applicants wishing to claim Veterans’ Preference should attach a copy of your DD-214 (member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to your online application.

Do not include any personal photos or personally identifiable data within your application packet, such as a driver’s license or social security number.

We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.

Under the direction of the Superintendent at WCCW, this position exercises independent judgement to perform high level confidential administrative functions of a complex nature as delegated by the Superintendent. This position maintains the confidentiality of all matters relative to the operation of a correctional facility which employs approximately 400 staff and houses 665 adult incarcerated individuals and supports the mission of the agency "to improve public safety by positively changing lives" through direct administrative, office management, public relations and executive secretarial functions for the Superintendent. This position reports directly to the Superintendent, is a member of the Extended Leadership Team and has supervisory responsibility for an Office Assistant 3 position.

As the Administrative Assistant 4 for the Superintendent's Office some of your duties will include:

Confidential Administrative Support to the Appointing Authority.

• Provide administrative office management, organize/direct workflow, monitor/track issues and assignments, provide status updates, ensure critical issues are addressed timely and assignments are completed on time
• Prepare correspondence for Superintendent including formatting transcription, recording minutes, composing/editing letters and exercising signature authority on administrative correspondence
• Arrange all travel/lodging, prepare travel authorization and track expenditures for Superintendent
• Maintain Superintendent's calendar/schedule including coordination of meetings and appointments
• Review, screen, prioritize and distribute incoming mail; review and identify critical correspondence for action, approval, and signature; remind assigned staff to respond to urgent communication or time sensitive deadlines
• Provide and oversee public relations in Superintendent's Office for a wide range of staff and visitors, greet/screen calls, disseminate information, serve as liaison with staff members and direct staff/visitors to appropriate resources as needed
• Establish, organize. and maintain paper and electronic files/records, manage all Superintendent archives per policy
• Research/compile data, prepare and/or edit routine and complex reports
• Coordinate with other facility/departmental staff members on administrative practices and procedures
• Utilize delegated authority to establish procedures and interpret and apply administrative policies to support the work of the Superintendent's office
• Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings representing the Superintendent
• Direct, prioritize, and coordinate special projects as assigned by Superintendent
• Exercise decision-making authority and use of good judgment in handling all matters on behalf of the Superintendent, employing discretion and confidentiality at all times
• Use delegated authority to approve purchases
• Review agency and division financial/budget reports, personnel reports and financial payments
• Gather and organize project information prior to release; organize new or updated procedure to project completion; develop operational templates for use in tracking projects
• Prepare background information necessary for meetings or correspondence
• Coordinate arrangements for meetings; screen, prioritize and distribute correspondence and facility documentation
• Review and coordinate supervisory reviews of policies and write cohesive responses to request for review
• Back up support to Public Information/Public Disclosure/Legal Liaison operation

What we need (required qualifications):

• Intermediate level of proficiency in Microsoft Word and Microsoft Outlook
• Basic level of proficiency in Excel and PowerPoint
• Developing level of proficiency in Microsoft SharePoint, Visio, and Teams
• Ability to maintain high level of professionalism, personal and ethical conduct
• Proven ability to effectively communicate both verbally and in writing
• Be privy to confidential information and maintain confidentiality
• Demonstrated ability to work and make decisions independently
• Perform responsible administrative support work with dependability, accuracy, efficiency, with little supervision
• Provide varied, responsible secretarial and office administrative work requiring the use of tact and discretion
• Respond to and effectively prioritize multiple tasks, phone calls, customer requests and other miscellaneous demands as necessary for assigned responsibilities
• Understand and carry out oral and written directions
• Work closely with detailed information for extended periods of time
• Required to accomplish tasks with multiple interruptions each day

What will make your application stand out (preferred qualifications):

• Bachelor’s degree in business administration, public administration or closely allied field. (Degree must be obtained from an accredited college or university whose accreditation is recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA), or foreign equivalent.) - AND - two (2) years of administrative assistance experience
• Five (5) years' experience in an upper-level administrative support position with progressively responsible experience in office/clerical, secretarial or general administrative work – AND -Supervisory experience (3 years' experience supervising employees)

Knowledge, Skills and Abilities:

• Advanced level of proficiency in Microsoft Word and Microsoft Outlook
• Intermediate level of proficiency in Excel and PowerPoint
• Intermediate level of proficiency in Microsoft SharePoint, Visio, and Teams
• Ability to identify available resources and conduct thorough and extensive research, track and follow timelines
• Ability to establish and maintain cooperative working relationships
• Demonstrated ability to build and maintain effective internal and external working relationships
• Demonstrated competence and applied professionalism to speak on behalf of the Senior Management
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
• Ability to lead others, gain cooperation and build/maintain trust
• Demonstrated time and project management skills

Special Requirements/Conditions of Employment:

• Maintain regular and reliable attendance
• Complete a felony disclosure form prior to employment and submit to a criminal background check
• Successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service and other required training
• Provide physical residential address and home telephone number to the Department of Corrections
• Become familiar and comply with all Department policies and procedures and Collective Bargaining Agreements as applicable
• Submit to drug testing in accordance with Collective Bargaining Agreement and agency policy

Vision: Working together for safer communities.

Mission: Improving public safety by positively changing lives.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

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.

The DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

• 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.
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit .
• Employment is not contingent upon test results.
  Note: This recruitment may be used to fill other (permanent or non-permanent) positions within 60 days after the listed position(s) have been filled.

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:

• Remote/telework/flexible schedules (depending on position)
• 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!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email kimberly.pena@doc1.wa.gov or call us at 253-400-1160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.