Administrative Assistant 5 | Information Governance

Administrative Assistant 5 | Information Governance

Full Time | Permanent

Salary Range: $4,410 - $5,929 Monthly

This is a telework/hybrid position. the candidate of choice must be able to report to the Tumwater, WA office on an infrequent basis. Other travel throughout the state may be required.

The Washington State Department of Corrections is seeking a highly detailed and professional to join the Information Governance (IG) team as the Administrative Assistant 5! The goal of the Administrative Assistant 5 (AA5) is to serve as the Legal Liaison Officer for IG and the principal assistant to the IG Director in the Employee and Business Support Services Division. 

The AA5 is responsible for effectively and efficiently providing confidential administrative support and to utilize specialized knowledge and independent judgment to plan, prioritize and organize a diversified workload. You will investigate and resolve problems related to operations and encourage positive interactions with staff and stakeholders.  The agency mission is supported by the unit fulfilling its goals to mitigate risk and comply fully with the mandates of the law to ensure compliance, which protects agency resources and reputation.

This is a critical position within the Information Governance team as the AA5 is the glue to ensuring the cogs of the units (Public Records, Privacy and Records Management programs, as well as dotted line instruction and supervision of PRA activities and compliance for over 100 records staff and public records coordinators across the agency) continue moving, connecting and communicating with eachothter. If you are excited about the possibility of working together for safer communities, we encourage you to review the job posting and apply! 

A completed application packet will include:

• A cover letter regarding your interest for this position with our agency
• A detailed resume

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 5, some of your duties will include: 

• Serving as the primary assistant to the agency Information Governance Director which could look like:
  • Preparing correspondence for the Information Governance Director, exercising signature authority on designated administrative matters
  • Representing the Information Governance Director at meetings speaking for them on agency matters
  • Scheduling and processing all travel arrangements, ensure calendar and meetings are up to date and accurate each day
  • Coordinating training plans and calendar, as well as handles all logistical planning for the Information Governance Director
  • Monitoring PRA legislation and hearings and responds to legislative inquiries on behalf of the Information Governance Director
  • Participating in bi- weekly staff meetings and weekly leadership meetings, records minutes and transcribes notes for posting as appropriate
• Serving as the primary contact for the Attorney General’s Office regarding coordination of public records cases and legal discovery including:
  • Managing and prioritizing multiple competing legal discovery deadlines
  • Serving as the Legal Liaison Officer for all programs under Information Governance
  • Compiling, organizing and providing discovery responses on behalf of the Information Governance Director, meeting all required court deadlines
  • Tracking all litigation holds and tag all responsive files 
• Other duties as assigned by the Information Governance Director

What we need (required qualifications):

• High school diploma or GED 
• Four (4) years of progressively responsible experience in administrative work

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

• A bachelor’s degree in criminal justice, business administration, public administration or other closely allied field 
• Three (3) years of administrative, office/clerical or secretarial experience.
• A working knowledge of Washington State Laws governing, Privacy, Public Records, and/or Records Information Management

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 : $4,410 - $5,929