Description

Administrative Assistant 4 | Training and Development Unit

Full Time | Permanent

Location: Tumwater, WA

Salary Range: $3,999 - $5,370 Monthly

Position is hybrid telework/in office position. The preferred candidate will reside within appropriate commute distance to report to office up to 3 days weekly as needed, at agency Headquarters office or Regional Training locations. The hybrid nature of this position may be adjusted to best fit the needs of the Agency.

The Training and Development Unit (TDU) within the Washington State Department of Corrections has a unique opportunity for an organized and self-motivated individual to join their team as the Administrative Assistant 4 (AA4)! The goal of this position is to assume the role of principal assistant for statewide training logistics and administrative matters regarding staff development and training programs.

As the Administrative Assistant 4, you will provide a high level of confidential administrative support to the Training Administrator who has oversight of over 40 full time team members statewide, and who also manages over $4.8 million agency dollars bi-annually. A large portion of your roll will include supporting the agency's mission by ensuring that the Training and Development Unit is able to provide necessary services to the agency’s 9,000 team members, in order to accomplish the agency's vision and perform, and ensure they can accomplish their duties effectively and safely.

We are searching for a team player who is customer service minded, professional and can foster and encourage respectful working relationships with all stakeholders and customers while working collaboratively with diverse groups of staff. If you are proactive and excited to work with an incredible team, we encourage you to apply!

A completed application packet will include:

A detailed resume
A cover letter regarding your interest for this position with our agency
Three professional references

Duties

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.

As an Administrative Assistant 4, some of your duties will include:

Providing the primary administrative support and consultation to the training and development unit administrator and other TDU managers/supervisors which could look like:
- Coordinating, assigning, tracking, researching, reviewing, correcting, and compiling various and complex administrative functions, projects, and reports
- Coordinating HR documents for program coordinators to include printing, scanning, and distributing the requested documents
- Completing unit purchase requests, orders, manage distribution to various locations statewide
- Assisting unit supervisors in reconciliation of funds and monies spent for goods and services as requested by budget/accounting
- Managing vehicle usage and maintenance reporting
Act as the office liaison between the Training Administrator and those seeking/providing information including:
- Researching and analyzing information from multiple sources including Public Disclosure, E-discovery, and Legal Liaison Office (LLO); collect and provide responsive documentation in the correct format to requests for information.
- Tracking and documenting all incoming and completed requests for information from both internal and external stakeholders
Tracking and Maintaining the Statewide Instructor Credential database
Other Duties as assigned

Qualifications

What we need (required qualifications):

High School Diploma or GED
Three years' experience in upper-level administrative support position with progressively responsible experience in office/clerical, secretarial, or general administrative work.
Experience with a range of technology and software programs including Microsoft Office Suite

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

Working knowledge of DOC purchasing system i.e TRACKS software
Working knowledge of budget review and reconciliation of purchasing and procurement
Working knowledge/experience using SharePoint to include updating, building, and archiving materials within program
Working knowledge of responding to internal and external information requests to include responding to Public Disclosure type requests
Accepts a high level of responsibility and accountability
Demonstrated customer service skills and experience
Strong organizational skills
Proven ability to work effectively within a team-oriented working environment with diverse staff
Demonstrated problem solving and critical thinking skills

Supplemental Information

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.

IMPORTANT NOTES:

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.
Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.

Telework Details

This position may be allocated for telework. Work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.

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 mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

State of Washington Dept. of Corrections Jobs

Administrative Assistant 4 | Training and Development Unit