Executive Secretary/Assistant I

Salary

$87,755.20 - $111,238.40 Annually

Location

Seattle, WA

Job Type

Appointed

Job Number

2025JS23823

Department

DAJD-Adult/Juvenile Detention

Division

Community Corrections

Opening Date

02/03/2025

Closing Date

2/17/2025 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

Z3 : KC Personnel Guidelines

Full- or Part-Time

Full Time

Hours/Week

40 hours/week

• Description
• Benefits
• Questions
  
  

Summary

The Community Corrections Division is seeking a highly qualified Executive Secretary/Assistant I to provide administrative and secretarial support to the Division Director and Deputy Division Director. This role includes delegated authority to manage daily administrative tasks, coordinate special projects, and ensure the Director remains informed of division initiatives, potential issues, and emerging concerns. The incumbent must uphold strict confidentiality regarding sensitive and high-profile communications.

Our ideal candidate is a proactive self-starter with exceptional customer service and interpersonal skills, strong attention to detail, and the ability to thrive in a dynamic, collaborative environment. A solid background in executive-level support is essential.

ABOUT THE DEPARTMENT: The Department of Adult & Juvenile Detention is striving to provide in custody and community-based services that are data informed, advance safety, lead system change and promote equitable outcomes for the people we serve. The Department of Adult and Juvenile Detention is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies.

Job Duties

The job description is an overview and is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all the functions and tasks required of this position. As the Executive Secretary/Assistant I, this position will:

• Review and manage all incoming mail and correspondence for the Division Director, ensuring appropriate action is taken and timely responses are provided.
• Answer and screen the Director’s incoming calls, respond to inquiries, take messages, and route calls as necessary.
• Provide administrative support and assist with special projects for the Division Director, Deputy Division Director, and other division leadership; research and summarize specialized or technical information from various sources, selecting the most relevant materials.
• Draft, edit, proofread, and finalize correspondence on behalf of the Division Director or designee.
• Manage and coordinate the Director’s schedule, including scheduling meetings, setting appointments, resolving conflicts, and liaising with internal and external contacts.
• Stay informed on division programs and initiatives; keep the Division Director updated on current and potential issues while maintaining confidentiality of sensitive and high-profile communications.
• Collect, analyze, and summarize data from CCD’s database (ComCor), contractors, and partners; prepare reports, charts, and graphs as needed; utilize spreadsheets to maintain and track data.
• Assist the Deputy Division Director with quality control functions in ComCor to ensure data integrity.
• Handle all Community Corrections Division facility work order requests, telecommunications requests, and key/code requests in accordance with the Facilities Division Service Level Agreement.
• Process and submit payroll for Community Corrections Division Administration using the Roster Management System.
• Assist in planning and organizing meetings and trainings, including preparing agendas, meeting notices, and relevant materials for internal and external committees and workgroups; oversee implementation of the CCD staff training plan.
• Coordinate the purchase of supplies and equipment as approved by the Director or Deputy Division Director.
• Monitor and track CCD budget expenditures, research account activity, and assist with budget preparation.
• Develop, implement, and oversee CCD’s recordkeeping systems to ensure compliance with County records retention policies; organize and maintain administrative files, including budget documents, personnel records, payroll, legal documents, and other essential records.
• Perform additional duties and special projects as assigned.
  
  

Experience, Qualifications, Knowledge, Skills

• High School Diploma or GED, plus 2-4 years of increasingly responsible office/clerical/administrative experience, including primary administrative support to a division director or manager-level position.
• Experience working with complex processes in high quantity/high volume customer service base and performing complex administrative functions; or 2 years of experience as a legal secretary or paralegal, to include one year working in support of complex administrative functions, or similarly complex duties/responsibilities.
  
  

We Are Looking For Someone With

• Demonstrated experience in planning, organizing, prioritizing multiple work assignments, meeting strict and demanding deadlines, taking initiative, and exercising adaptability to changing priorities independently and with minimal supervision.
• Demonstrated ability maintaining a professional demeanor and providing timely and reliable customer service. Must have the ability to work cooperatively and professionally with a variety of individuals.
• Good judgment regarding complex and politically sensitive matters; experience maintaining confidentiality, while sharing the right information with the appropriate people.
• Strong oral and written communication skills for a diverse audience. Ability to communicate professionally, diplomatically, and tactfully using a variety of communication methods.
• Expert knowledge and skills using software products such as Microsoft Office suite (Word, Excel, and Outlook). Strong attention to detail and good grammar/editing skills.
• Experience working with database systems and strong database management skills (e.g., understanding how data is entered, stored, and retrieved).
• Ability to review processes, develop recommendations, and implement new processes and procedures related to administrative functions. Experience in problem solving, research, and analysis and assessment of information.
• Must be a self-starter with strong motivation, who is able to operate effectively in uncertain situations and takes on new opportunities and tough challenges with a sense of urgency and enthusiasm.
  
  

Most Competitive Qualifications

• Associate’s or bachelor’s degree.
• Knowledge of county and departmental correspondence, records management, and public disclosure procedures.
• Experience with Visio, Microsoft Access, or other complex software programs.
• Understanding of Community Corrections Division programs, mission, and vision.
  
  

Supplemental Information

Application Process

Applications will be reviewed after the job posting closes. The following items are REQUIRED to be considered for this vacancy:

• An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties.
• Responses to supplemental questions.
• Resume
• Cover Letter
  
  

Please do not use "see resume" in your application or answers to supplemental questions as these will be considered incomplete.

Please do not copy and paste your entire resume, or copy and paste your entire job history, as your answers to the supplemental questions as these will be considered incomplete.

You May Attach Multiple Documents If You Wish

• Copy and paste one or more documents into the text resume section of the application.
• Attach multiple documents/files in the resume attachment section.
  
  

Your application may be rejected as incomplete if you do not include the standard information in the application. Providing information only in a resume will not be considered a complete application.

Your application materials must validate your answers to the supplemental questions. If your answers cannot be validated, you will not proceed to the next steps of the process.

SELECTION PROCESS: Initial screening will be based upon a review of application materials. Candidates determined to be most competitive based upon the initial application review will proceed to the interview phase of the selection process. The interview phase may include a written exercise and/or a computer-based skills testing to demonstrate writing skills and computer proficiency.

WORK LOCATION: The work associated with this position will be performed through a hybrid work model that will require both onsite and remote work. The ratio of remote to onsite work will be dependent on business needs and is subject to change.

The primary onsite work location for this position is the King County Community Corrections Division, 400 Yesler Way, Suite 260, Seattle WA 98104. However, candidates must be willing and able to report to work at different secured detention facilities in Seattle and Kent.

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Employees will be provided with a County issued laptop and, when working remotely, must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

WORK SCHEDULE: This position is non-exempt under the provisions of the Fair Labor Standards Act and is overtime eligible. Standard work hours are Monday through Friday, 8:00 a.m. - 5:00 p.m.; however, hours may be subject to change. Adjustments may be considered for the successful applicant. Occasional but infrequent evening and/or weekend work may be required.

WHO MAY APPLY: This appointed position is open to all who meet the qualifications. Completion of the full King County application and supplemental questionnaire is required. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact the recruiter listed on this job announcement.

To apply, go to http://www.kingcounty.gov/jobs. For assistance with the online application process, please contact NEOGOV (Governmentjobs.com) Customer Support toll free at 1-877-204-4442.

DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to Jackie Smith, DAJD Sr. Human Resource Analyst, at 206-263-3379 or via email atjacsmith@kingcounty.gov.

SPECIAL REQUIREMENTS: It is a hiring requirement that all staff employed by DAJD successfully pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, and other tests as deemed necessary.

UNION REPRESENTATION: This position is not represented by a collective bargaining agreement.

Forbes named King County as one of Washington State's best employers. Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ , people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

Benefits

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:

• Excellent medical, dental, and vision coverage options: King County provides eligible employees with options, so they can decide what’s best for themselves and their eligible dependents
• Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
• Retirement: eligible King County employees may participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
• Transportation program and ORCA transit pass
• 12 paid holidays each year plus two personal holidays
• Generous vacation and paid sick leave
• Paid parental, family and medical, and volunteer leaves
• Flexible Spending Account
• Wellness programs
• Onsite activity centers
• Employee Giving Program
• Employee assistance programs
• Flexible schedules and telecommuting options, depending on position
• Training and career development programs
  
  

For additional information about employee benefits, visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.

NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.

For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01

Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? AND Do you possess the skills and abilities to qualify for this position?

• Yes, I was given a layoff notice from my Career Service role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
• No.
  
  

02

If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff

03

I have attached the following REQUIRED items to be considered for this opportunity: 1. An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties. 2. Responses to supplemental questions. 3. Resume 4. Cover Letter

• Yes
• No
  
  

04

Please indicate your level of proficiency utilizing Microsoft Office 365 (Word, Excel, and Outlook). Note: A general description for beginner, intermediate and expert proficiency has been provided. Please select the level of proficiency that accurately reflects your skill level. (The Department will conduct skills testing).

• Beginner-able to open, create, save and modify documents.
• Intermediate-create mailing lists and posters in Word, use Excel formulas and make calculations, and schedule meetings and create distributions lists in Outlook.
• Expert-create complex databases, formulas and pivot tables in Excel, format and reuse headers and manage page layouts in Word, and import and export data and work with public folders in Outlook.
• I do not have experience utilizing Microsoft Office 365 but I would like the opportunity to learn.
  
  

05

In 150 words or less please explain how you meet or exceed the minimum qualifications for this position. Please note that your answer must be reflected/supported in your application and other required application materials.

06

The Department of Adult and Juvenile Detention is firmly committed to a drug-free workplace. Employees of the department are prohibited from using illegal drugs. Should you be hired by the Department of Adult and Juvenile Detention, you acknowledge that you will adhere to the department's policies and rules regarding drug use.

• Yes
• No
  
  

07

PLEASE NOTE: A "yes" response to any of the remaining questions may automatically disqualify you from further consideration. Responses will be confirmed and verified in the course of the department's background investigation process. Do you understand that a "yes" response to the remaining questions may automatically disqualify you from further consideration.

• Yes
• No
  
  

08

In the last 3 years, have you been convicted of a domestic violence or a domestic violence-related crime?

• Yes
• No
  
  

09

Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?

• Yes
• No
  
  

10

In the last 3 years, have you been convicted of Driving Under the Influence (alcohol or drugs)?

• Yes
• No
  
  

11

In the last 3 years, have you bought, sold, offered to sell, possessed, transported, manufactured, delivered or possess with intent to manufacture or deliver a controlled substance?

• Cocaine or crack
• Club drugs – Ecstasy, Ketamine, GHB, Rohypnol or MDMA
• Hallucinogens – PCP, Angel dust, Wet, Phencyclidine, LSD, Mushrooms or Psilocybin
• Opiates – Opium, Morphine or Heroin
• Stimulants – Methamphetamines, Crank, Crystal, Ice, Speed, Glass or Amphetamine
• Aerosols – Huffing paint or Nitrous Oxide (Whippits), or Khat
• Yes
• No
  
  

12

In the last 3 years, have you illegally used any other controlled substance or other illegal drugs/narcotics? For purposes of this question, illegal drugs/narcotics/controlled substances include, but is not limited to, the following: Cocaine or Crack

• Club drugs: Ecstasy, Ketamine, GHB, Rohypnol, or MDMA
• Hallucinogens: PCP, Angel dust, Wet, Phencyclidine, LSD, Mushrooms or Psilocybin
• Opiates: Opium, Morphine or Heroin
• Stimulants: Methamphetamines, Crank, Crystal, Ice, Speed, Glass or Amphetamine
• Aerosols: Huffing paint, Nitrous Oxide (Whippits), or Khat
• Yes
• No
  
  

Required Question

Employer King County

Address King Street Center

201 South Jackson Street

Seattle, Washington, 98104

Phone 206-477-3404

Website http://www.kingcounty.gov/