Executive Secretary/Assistant I

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.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.

• 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.

APPLICATION PROCESS:

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

1. An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties.

1. Responses to supplemental questions.
2. Resume

1. 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.

 

Salary : $87,755 - $111,238