What are the responsibilities and job description for the Executive Secretary | Reentry position at State of Washington Dept. of Corrections?
Description
Executive Secretary | Reentry
Full Time | Permanent
Location: Tumwater, WA
Salary Range: $77,973 Annually
This position may be eligible for up to one day of telework per week, based on workload and upon a conversation with the position supervisor.
Are you an organized and adaptable individual? Do you enjoy supporting others and working in a fast-paced diverse environment? If so, the Washington State Department of Corrections (DOC) Reentry Division may have your next career move as an Executive Secretary! The goal of this position is to serve as the primary assistant to the Senior Administrator in the Reentry Division, managing the schedule and calendar, ensuring agency priorities are met, and to organize, plan, and provide daily support.
As an Executive Secretary, you will utilize a level of authority, knowledge, experience, and understanding of Department policy while setting a professional tone for the Reentry Division in administrative matters. You will establish office procedures, standards, priorities, and deadlines, and initiate action to ensure work and office goals are met. The candidate of choice will utilize specialized knowledge and independent judgement to plan, prioritize, and organize a diverse workload and tasks while exercising caution and confidentiality.
The Executive Secretary models the Reentry Division’s purpose statement of providing people with focused opportunities for success. We are searching for a dynamic individual who is excited to contribute to the Department’s mission to improve public safety by positively changing lives through collaboration and ensuring division priorities and goals are being met.
A completed application packet will include:
- A cover letter regarding your interest for this position with our agency
- A detailed resume
- 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 Executive Secretary, some of your duties will include:
-
Serving as the primary assistant to the Senior Administrator which could include:
- Makes decisions and acting on behalf of the Senior Administrator
- Managing Senior Administrator’s schedule, coordinates appointments and meetings, and prepares agendas and meeting packets
- Assisting Senior Administrator in managing deadlines and matters requiring review and/or attention
- Prioritizing all incoming communication, determining necessary actions, and tracking responses
- Developing written correspondence on behalf of the Senior Administrator
- Responding to internal and external requests for information
- Serving as the liaison between Senior Administrator and other staff members, delegating assignments, managing communications, and requesting status updates from staff
-
Oversight and Management which could look like:
- Investigating, researching and gathering information to personally respond to select items via written correspondence, Outlook, fax, mail, or telephone as directed
- Facilitating resolution of legal, operational, personnel, and policy matters to include Assistant Attorneys General, agency executives, and other internal/external stakeholders
- Drafting responses for critical, time-sensitive communications
-
Administrative and Technical Support to include:
- Performing office managerial duties such as equipment maintenance and ordering of office supplies, computers, cell phones, furniture, and other equipment for the Senior Administrator and units/programs that report directly to the Senior Administrator
- Communicating and interacting regularly with Assistant Secretaries, division managers, and assigned Budget Manager
- Acting as the p of contact for units and programs that report to the Senior Administrator
- Other Duties as Assigned
Qualifications
What we need (required qualifications):
- High school graduation/GED
AND
- Three (3) years of progressive administrative assistant experience providing support to a mid-level manager or higher
In addition to the above education and experience, the below knowledge, skills and/or abilities are required:
- Intermediate level of proficiency in Microsoft Word, Outlook, Excel, and PowerPoint
- Developing level of proficiency in Microsoft SharePoint, Visio, and Teams
- Knowledge of State government organization and administrative procedures; Federal and local government functions.
- Research methods and data collection; state budget development and contracting; and state and agency functional and personnel policies.
- Proven ability to understand and carry out oral and written directions, effectively communicate verbally and in writing.
- Proven ability to maintain confidentiality of information.
- Proven ability to respond to and effectively prioritize multiple tasks, phone calls, customer requests, and other miscellaneous demands as necessary for assigned responsibilities.
- Ability to establish, build, and maintain effective internal and external working relationships.
- Demonstrated competence and applied professionalism to speak on behalf of executive-level administrators at meetings, conferences, and/or conventions, speaking for him/her on agency matters.
- Ability to address or respond to agency or public groups on departmental functions and policies.
- Ability to identify available resources and conduct thorough and extensive research, track and follow timelines.
- Ability to establish and maintain cooperative working relationships.
- Demonstrated success holding progressively higher-level administrative support positions for executives.
- Demonstrated ability to learn, interpret, and apply administrative and departmental policies and procedures.
- Demonstrated ability to analyze and solve problems under highly stressful or adverse situations.
- Demonstrated time and project management skills and ability to work and make decisions independently
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 experience working in state government as an administrative assistant to mid-level manager
-
Knowledge of:
- State government organization and administrative procedures,
- Federal and local government functions
- Office methods and procedures
- Research methods and data collection
- State budget development and contracting
- State and agency functions and personnel policies
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.
IMPORTANT NOTES:
- This recruitment may be utilized to fill more than one position.
-
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.
- 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. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
- DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
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!
PERS: State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
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.
Salary : $77,973
