Administrative Assistant 5

Administrative Assistant 5

Business Services - Administrative Operations Division

Headquarters - Tumwater, WA

The Department of Corrections is seeking a highly motivated and qualified individual to take on the dynamic role of an Administrative Assistant 5. This is a full-time, permanent position located at Department of Corrections Headquarters in Tumwater, Washington. However, the duty station for this position may be flexible dependent upon the top candidate's location.

COVID 19 Vaccination Requirement Pursuant to , all Washington State executive branch employees, on-site contractors, and volunteers must be fully vaccinated against COVID-19 by October 18th, 2021. As a condition of employment, the successful candidate will be required to provide proof of their COVID-19 Vaccination as part of the hire process for all positions within our agency. If you have questions about this requirement, please contact the recruiter listed in the supplemental information section at the end of the job announcement.

The AA5 is the principal assistant for administrative and personnel matters to the Senior Business Operations Manager and supportive assistant for the Comptroller. This position is responsible to effectively and efficiently provide confidential administrative and technical support through various programs and project management, and coordinate various complex projects, processes, and administrative requirements for the Business Services operations. This position contributes directly to the on-going changes and processes in Business Services by supporting those leading and implementing changes.

Application Process:
To begin the online application process:

• Click the green 'APPLY" button on the job posting and sign in or create an account.
• Complete your application.
• Please be sure to attach the following to your application:
  1. A cover letter outlining your qualifications;
  2. A detailed chronological resume; and
  3. At least three (3) professional references
• Click "Accept & Submit" to submit your application.

Job duties include but are not limited to:

• Prepare, review, and compose correspondence on behalf of the Comptroller and Senior Business Operations Manager, exercising signature authority on designated administrative matters (this may include correspondence related to investigations and disciplinary actions).
• Read, route, and distribute incoming mail and retain certain correspondence for own replies.
• Perform program and project management functions at the request and on behalf of the Comptroller and Senior Business Operations Manager to include: process establishment and procedure implementation of business operations.
• Manage executive-level calendars to include: scheduling appointments and meetings, locations, dates, times, and attendees as needed. You will also arrange for conference rooms and any equipment required for meetings and conferences.
• Keep Comptroller and Senior Business Operations Manager apprised of action items, status checks, priorities, deadlines, itinerary items and relevant business issues.
• Independently plan, prioritize, and organize a diverse workload related to Department efforts involving all Business Services staff statewide.
• Research and resolve problems related to areas of responsibility through the development and dissemination of administrative processes and procedures to eliminate duplication of effort, minimize workload, and ensure that Business Services staff remain in compliance with existing, new, and revised Department policies.
• Prepare meeting agendas and minutes, as needed.
• Coordinate travel arrangements (air, lodging and car rentals) and complete travel or event coordination related documents.
• Exercise authority, as granted by the Comptroller and Senior Business Operations Manager, to review; screen; prioritize; and transmit all incoming assignments and request status information of Business Services staff as well as other Department staff regarding key Business Services operations.
• Serve as the personnel liaison with Local Human Resources to include: confidentially coordinating Business Services recruitment and hiring processes; compiling applicant materials; conducting reference checks; and preparing appointment approval packets for signature(s).
• Maintain and distribute Business Services' organizational chart(s).
• Receive, scan, and maintain all Business Services position-related data to include, but not limited to: Performance and Development Plans (PDP's), Position Descriptions (PD's), Appointment Approval Requests (AAR's), applications, supervisory change letters, etc.
• Serve as the Microsoft SharePoint administrator/site contact and subject matter expert for Business Services.
• Support LEAN/Continuous Improvement projects as directed.
• Complete other projects assigned by the Comptroller and Senior Business Operations Manager.

Required Qualifications -

• One (1) year as an Administrative Assistant 4; OR
• Two (2) years as an Administrative Assistant 3; OR
• Five (5) years of progressively responsible experience in an office/clerical, secretarial, or administrative setting; OR
• Three (3) years of administrative, office/clerical, or secretarial experience AND A Bachelor's degree in Business Administration, Public Administration, or closely allied field from an accredited institution whose accreditation is recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA) or a foreign equivalent.

Required Skills, Knowledge, and Abilities -

• Excellent writing skills.
• Ability to manage high stress situations created by competing priorities.
• Exceptional attention to detail.
• Uses analytical skills and professionally resolves issues for customers.
• Ability to speak before groups effectively

Preferred/Desired Qualifications -

• A Bachelor's degree in business administration, public administration, or closely allied field and five (5) years of administrative experience.
• Experience within Washington state government.
• Experience in LEAN and/or project management.
• Excellent organizational, multi-tasking, planning and scheduling skills with experience managing calendars and appointments as well as making travel arrangements.
• Excellent interpersonal skills and team work experience. Must have the ability to build rapport and partner with others. Must have the ability to apply negotiation and conflict management skills.
• Experience and ability to maintain confidentiality of information.
• Able to effectively handle unexpected situations that arise, resourceful in managing duties and attempts to develop solutions to problems you encounter or to seek appropriate assistance.
• Provides effective, efficient and timely customer service to clients outside and inside the agency.
• Demonstrated ability to comprehend, learn, and retain considerable amounts of information such as state laws, OFM policies and procedures, and DOC policies and procedures.
• Proficiency in operation of 10-key calculator, fax machine, copier, printer, and personal computer.
• Intermediate-level proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, and Visio).
• Communication (written and verbally):Skilled Proficiency
  1. Demonstrate clear and effective communication skills when creating reports, research, or responding to customer service requests.
  2. Creating, editing, proofreading and formatting professional correspondence and other written materials.
• Critical Thinking:Skilled Proficiency
  1. Demonstrate ability to independently and creatively use judgment and critical thinking to interpret appropriate meaning and form conclusions necessary to resolve problems or issues. This work may be done in the absence of clear guidelines or information.
• Accountability:Skilled Proficiency
  1. Accepts personal responsibility for quality and timeliness of work.
  2. Works effectively alone and with others to accomplish tasks.

Our Agency

Mission: The mission of DOC is to improve public safety by positively changing lives.

Our Vision: Working together for safer communities.

Our Commitment: To operate a safe and human corrections system and partner with others to transform lives for a better Washington.

For additional information about the agency, please visit

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
• 12 days of paid sick leave a year
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

Telework Details

This position may be eligible to telework after initial in-office training is complete. Work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service. 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 as business requires.

Additional Information:

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 in close proximity to 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.
• This position may be represented by a Union shop.

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.

For questions about this recruitment, or to request reasonable accommodation in the application process, email HR Consultant Sarah Alfkaiki at or call at (360) 515-8622. For TTY service, call the Washington Relay Service at 7-1-1 or 1-800-833-6388.