Administrative Support Specialist 3 - Juvenile (OPEN & PROMOTIONAL)

Salary : $38,333.42 - $53,691.84 Annually

Location : Juvenile Court Services 902 N Adams Street Spokane WA 99260, WA

Job Type : Regular

Job Number : 25-00045

Department : Juvenile

Opening Date : 02 / 19 / 2025

Closing Date : Continuous

FLSA : Non-Exempt

Job Summary

This position works 37.5 hours per week.

This position specialized support activities for programs or sections, such as payment vouchers; payroll; maintain / manipulate complex computer databases and files; screen and distribute complaints; setup meetings, conferences and schedules. The position allocated to this class is the second level of a three level office support classification series. The Administrative Specialist class is distinguished from the Office Technician class by assigned work governed by laws, rules and regulations requiring specialized knowledge and skill for full performance of duties. The Administrative Specialist class differs from the Office Manager class by the lack of responsibilities for conducting performance appraisals, administering disciplinary actions, and interaction with higher level management in the development of policies and procedures. The Administrative Specialist generally reports to a Section or Program Manager / Supervisor or other Management personnel. The Administrative Specialist classification is distinguished from the Customer Accounting Specialist classification series by duties requiring less accounting education / knowledge and skill and with less than 50% of the time devoted to accounting duties.

Who may apply : This recruitment is open to all applicants meeting the minimum requirements. Priority consideration will be given to Spokane County employees in a position covered by the Master Contract CBA applying between 2 / 19 / 25 and 2 / 25 / 25. First consideration will be given to employees in a position covered by the 492J and 1553 CBA; second consideration to employees countywide in a position covered by 1553; third consideration to employees in a position covered by the Master Contract; final consideration to all other candidates.

TOTAL COMPENSATION : $47,637 - $66,723 annually. Total compensation is an estimate based upon base compensation, median retirement fund contributions, and current employer-paid health and related benefit contribution rates (including medical, dental, life insurance, long term disability, and leave). The actual total will vary depending upon each employee's enrollment choices.

Examples of Duties

• Answers incoming calls; takes messages as appropriate; directs caller to correct individual.

Receives and resolves or refers citizen complaints to appropriate authorities.

Types legal documents, letters, narrative and statistical reports, minutes, agendas, contracts, bids, etc. using typewriter or word processing program.

Proofreads and corrects drafts for grammar, punctuation, spelling, and format.

Takes dictation and / or transcribes from tapes and answers correspondence.

Compiles data based on research techniques and on statistical compilations which require an understanding of department programs, policies and procedures.

Drafts financial, statistical, narrative, and / or other reports as requested.

Follows up on actions of a court, committee, board, etc. to ensure that decisions are implemented, documents are prepared and appropriate parties notified.

Resolves errors by researching causes and / or remedies which may require contacting the public, vendors or public and private agencies, groups or individuals.

Maintains filing systems by deleting, purging and destroying records in accordance with established procedures.

Takes and transcribes minutes and / or records hearings and meetings; prepares and distributes follow up materials.

Receives work from various sources and reviews and / or processes it for administrative use.

Organizes, prioritizes and coordinates production into a usable form for management's analysis, review and / or release.

Provides the public or other clients with information and / or policy and procedure guidelines regarding a wide variety of issues requiring the highest degree of tact, judgment and confidentiality.

Responds to public inquiries in a courteous manner; answers inquiries in person and in written correspondence.

Reviews for completeness, accuracy or eligibility a variety of routine documents such as correspondence, application or claim forms, agreements and permits.

Schedules appointments, meetings, interviews, and / or rooms; makes travel or event arrangements; handles conference or event registrations.

Processes and / or enters data or information in computer system; computes fees and issues relevant forms within statutory or office policy limitations; receives and issues receipts for payments for licenses, permits, services, etc.

Records documents; prepares documents for recording identifying and logging key items for document recall; logs and tracks submitted and returned documents.

Prepares payment invoices, performs data entry and generates payment vouchers; reconciles statements and vendor invoices.

Performs payroll duties such as time and wage computation and leave accrual and usage; prepares personnel action forms; orders departmental and office supplies; prepares vouchers and makes purchases.

Maintains stockroom including ordering, restocking inventory, bookkeeping, and bill paying.

Prepares legal mailings / certifications as required by state and local laws; prepares letters and supporting documents for Board, Committee, or Hearing Body agenda items; arranges for meetings, conferences and hearings.

May assign, instruct and check the work of others on a regular and on-going basis.

In addition to the duties listed, individuals in this classification may also perform the duties of the lower level Office Technician classification series.

Performs other related duties as required / assigned.

Minimum Requirements

Three (3) years of general office or related specialty work experience.

May substitute coursework or training in office practices, secretarial science or other related areas for up to two (2) years of the required work experience.

Selection Factors

Knowledge of file maintenance techniques.

Knowledge of customer service techniques.

Knowledge of terminology, and basic procedures in area of assignment.

Knowledge of phone etiquette.

Knowledge of modern office practices and procedures.

Skilled in communicating effectively both orally and in writing, sufficient to exchange or convey information and to give and receive work direction.

Skilled in establishing and maintaining effective working relationships with co-workers, supervisors, officials and the general public.

Skilled in creating and maintaining filing systems.

Skilled in answering phones and greeting visitors.

Skilled in applying customer service techniques.

Skilled in preparing technical reports.

Skilled in performing basic mathematical calculations.

Skilled in using office equipment such as phones, copiers, calculators and fax machines.

Skilled in using computer and related software applications.

Skilled in advanced word processing.

Ability to handle interruptions efficiently and effectively.

Ability to assign and check the work of others.

Ability to research and prepare technical reports.

Ability to follow work direction.

SPOKANE COUNTY

Employee Benefits Summary

The following is a brief list of benefits available to Spokane County regular employees. Complete information is available from Human Resources Department. This information is subject to change.

PAID TIME OFF

Spokane County Observed Holidays

Up to 10 (ten) paid holidays are observed by Spokane County.

Non-represented and a select group of represented employees receive a bank of hours that combine both vacation and sick leave into a paid time off bank. There is no waiting period to use this time and it starts out at almost 2 days per month accrual increasing in accrual rates annually for first 5 years.

Vacation

For employees with less than five (5) years of continuous service, the accrual rate is 1 day of vacation each month for a total of 12 days per year. After six (6) months, employees are eligible to take accumulated vacation time. (Please note the vacation time accumulation may vary depending on contract language).

Sick Leave

Sick leave is earned at 1 day per month and can be taken as the days are accumulated.

Other Leaves

Spokane County provides several other paid leaves such as : bereavement leave, jury duty and military duty leave.

INSURANCE BENEFITS

Medical Insurance

Two plans are currently available : Premera Blue Cross (PPO) and Kaiser Permanente (HMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents. Premiums are deducted each pay period (pay periods : 15th and last day of the month).

2024 Rates : Premera

Employee Only : $38.04 per month

Employee & Spouse : $149.52 per month

Employee & Family : $209.60 per month

Employee & Child(ren) : $136.16 per month

Kaiser :

Employee : $35.92 per month

Employee & Spouse : $140.56 per month

Employee & Family : $196.06 per month

Employee & Child(ren) : $128.58 per month

Dental Insurance

Two plans are currently available : Delta Dental of Washington (PPO) and Willamette Dental (DMO). Spokane County pays 95% of the premium for full-time employees and 90% of the premiums for spouses and dependents.

2024 Rates : Premera

Employee : $5.74 per month Employee : $5.98 per month

Family : $11.48 per month Family : $11.96 per month

Group Life Insurance

The County provides a $25,000 group life insurance policy to employees. The County provides a $10,000 benefit for those represented by 492, 492CS & 492CL. This benefit is paid in full by Spokane County.

Long Term Disability Coverage

Provides an income protection benefit in the event of a long-term illness or injury at rate of 60% of income up to a maximum of $5,000 per month. Spokane County pays the full premium for this plan. Deputy Sheriff's receive a benefit through their union for disability.

RETIREMENT

Retirement Plan (401a)

Spokane County employees are automatically included in the Washington State Retirement System. Both the employer and the employee contribute to the plan. This retirement plan provides a guaranteed lifetime monthly benefit once vested and eligible for retirement.

Additional Retirement Plan Option (457b)

Employees may supplement their retirement income and save money on taxes by participating in this optional County program. Roth (after-tax) option is also available through this retirement plan.

VOLUNTARY BENEFITS

AFLAC

Supplemental insurance is optional and is provided by AFLAC to help pay for benefits not covered by major medical insurance. The employee pays 100% of the premium.

Travel Assistance

Provides additional travel protections anytime you travel more than 100 miles from home. Includes pre-trip information, emergency ticket replacement, and emergency evacuation coverage. This benefit is paid in full by Spokane County.

Flexible Spending Plan (FSA)

Spokane County sponsors a Section 125 Flexible Spending Account to allow out-of-pocket Medical & Daycare Expenses to be paid with Tax Free Dollars. Premiums are automatically set up pre-tax under the FSA.

Voluntary Term Life Insurance

Voluntary Term Life Insurance is additional optional life insurance provided through The Standard Insurance. New employees are guaranteed up to $50,000 for self and $20,000 for a spouse with no medical underwriting needed.

WORK / LIFE PROGRAMS

Employee Assistance Program

Employees and their family members are eligible to receive free counseling. There are also benefits relating to financial and legal concerns.

Reduced Cost Bus Pass Program

Spokane County participates in a program with STA which discounts bus passes to $5 a month.

Wellness Programs

There are opportunities for nearby exercise programs at reduced cost and education programs around wellness themes including financial well-being, nutrition and stress reduction.

Discounts

There are local and national discounts available to Spokane County employees.

Do you have a high school diploma or equivalent - AND - three (3) years of general office or related specialty work experience? (May substitute coursework or training in office practices, secretarial science or other related areas for up to two (2) years of the required work experience.)

Please check the box that applies to your current Union status (if you are not a current Spokane County employee, please select "I am not a Union member").

Please note : If you are currently employed with Spokane County Juvenile Court Services, you DO NOT need to answer the questions below.

You may be subject to the following exams : criminal background check, fingerprints, CPS check, military check, DOL check, transcript check, federal debarment check, professional & personal reference checks, polygraph exam, physical ability test, employment physical, vehicle insurance check, application verifications. Are you willing to sign a "waiver and authorization to release information" document for the Juvenile Court administration to complete the exams listed above?

Have you ever committed any offense involving the physical, sexual abuse or mistreatment of a child under age 18?

Are you currently subject to a pending gross misdemeanor or felony criminal charge; (this includes individuals awaiting trial or sentencing; determination on appeal or who are under sentencing conditions)?

Have you ever committed any gross misdemeanor or felony convictions for sexual offenses, physical assaults, domestic violence, harassment, intimidation, violent felonies, or offenses involving the use of a weapon?

Have you ever been convicted of any of the following Violent or Felony Sex Offenses? Check all that apply.

Have you ever been subject or committed to any of the following (this includes awaiting trial or sentencing, determination on appeal or under sentencing conditions)? Check all that apply.

Have you ever been found in any dependency action under RCW 13.34.030(2)(b) to have sexually assaulted, exploited, or physically abused any minor?

If answer is yes to the above question, in which state? Date of such findings?

Have you ever been found by a court in a domestic relations proceedings under Title 26 RCW to have sexually abused, exploited, or physically abused any minor?

If answer is yes to the above question, in which state? Date of such findings?

Have you ever been found in any disciplinary board final decision to have sexually abused, exploited, or physically abused any minor?

If answer is yes to the above question, in which state? Date of such findings?

Have you ever been convicted of any offense involving the possession, sale, manufacture and / or distribution of controlled substances or other regulated drugs (including attempts at such offenses)?

Have you ever possessed or experimented with the following? (Possession is defined as : Controlling, holding, touching, selling, trafficking, or transporting any illegal substance) Check all that apply.

Note the First and Last time (Mo / Yr) you possessed or experimented with the drug checked above or write "does not apply" if you did not check any of the above.

Have you ever been convicted of a misdemeanor? (includes traffic citations)

If you checked yes to the above question, indicate the citation and dates.

Have you ever committed a crime that did not result in an arrest or conviction?

If yes to the above question, describe circumstances.

Have you ever committed a misdemeanor involving harm or threat to persons or property, i.e., assault, fighting, or vandalism, etc?

If yes to the above question, describe circumstances.

Have you ever been in the presence of others when they were involved in any illegal activities even though you did not participate?

If yes to the above question, describe circumstances.

Have you been convicted of, knowingly committed, or participated in illegal sexual activity?

If yes to the above question, describe circumstances.

Do you have or have you ever had substantiated referrals for child abuse and neglect to the Department of Social and Health Services / Division of Children and Family Services in Washington state or in any other state's social services agency?

Have you been a party in a Juvenile Court proceeding in any state where findings were made of abandonment, abuse or neglect, or inability to parent a child and / or has had parental rights terminated?

Do you have or ever had a child who has been under the jurisdiction of the juvenile court for a dependency action?

While employed, were you terminated for cause, terminated during the probationary period, or did you resign not in good standing?

As an employee, have you ever done anything for which you could be fired?

Have you quit, or been asked to leave from two or more jobs in the last five years?

Have you received written warnings from past employers for absenteeism or tardiness more than three times in the past five years?

Have you missed any days of work due to use of alcohol or marijuana in the last five years?

Have you been accused of sexual harassment at any time or involved in any way in a sexual harassment case (PREA 115.317)?

Would any problem result if your present employer was contacted during the course of a background investigation - such as disciplinary action at any job, school, or in the military?

Have you ever been involved in a physical altercation with a family member?

If yes to the above question, describe circumstances.

Have you ever used, possessed, manufactured, sold, offered to sell, distributed, or transported for sale any illegal drugs / narcotics other than marijuana in the last five years?

Have you used illegal drugs on the job in the last five years?

Have you made misrepresentations or misstatements of facts in the application or during these supplemental questions as to any information sought by the Juvenile Court to assess suitability for employment?

Have you failed to disclose any information which the Juvenile Court management will need to determine your suitability as a prospective Juvenile Court employee?

If yes to the above question, please describe.

Have you ever falsified or left out significant information on any application?

I certify that the above information is accurate and true. I realize the above information may be verified for accuracy. In the event that the above information is not accurate, for any reason, I acknowledge the possibility that consideration of my application will end or that, if hired, my probation period will end and that I will be summarily terminated. I agree to give written permission to obtain appropriate transcripts upon request of the appointing authority.

Are you a member of any terrorist group?

If you answered yes to the above, "Are you a member of any terrorist group?", then please explain.

Have you ever been contacted or investigated by any Federal Agency?

If you answered yes to the question, "Have you ever been contacted or investigated by any Federal Agency?", then which agency?

Have you ever been denied security clearance for any reason?

If you answered yes to the question, "Have you ever been denied security clearance for any reason?", then please explain.

Required Question

Salary : $38,333 - $53,692