Administrative Assistant 5 – Executive Policy Office

Salary: $4,282.00 – $5,756.00 Monthly

Location : Multiple Locations – Western Washington, WA

Job Type: Full Time – Permanent

Job Number: 2023-08412

Department: Dept. of Corrections

Division: Office of the Secretary

Opening Date: 06/28/2023

Closing Date: 7/19/2023 10:00 AM Pacific

Salary Information: The high end of the salary range, Step M is typically a longevity step

Description

Administrative Assistant 5 – Executive Policy Office

Full Time | Permanent

Salary Range: $4,282 – $5,756 Monthly

This position is a telework/hybrid role. The candidate of choice will need to work in the Tumwater, WA Headquarters office. Frequency of in-office work to be determined upon a conversation with the supervisor.

Do you have legislative experience and a desire to expand your career in public service? If the answer is yes, the Administrative Assistant 5 (AA5) position in the Executive Policy Office (EPO) may be an excellent opportunity for you! The AA5 is the principal assistant to the Executive Policy Office (EPO) Director and is tasked with providing administrative and technical support through the program and project management and coordination of varied and complex projects, processes, and administrative requirements for the EPO operations.

The ideal candidate has exceptional communication skills and is a self-starting individual as you will have organization-wide responsibilities pertaining to legislative inquiries regarding constituent requests. You will support the work to identify the problem and support process needs to facilitate the agency’s operations and management of relationships with stakeholders, community partners and agency legislative agenda. Organization is key for this this position as the AA5 provides support to the Office of Corrections Ombuds Liaisons and the Office of Tribal Relations administratively to ensure consistency between external and internal stakeholder engagements.

The Executive Policy Office supports the Department of Corrections’ core statutory purpose to ensure public safety and its mission to improve public safety by positively changing lives. We are searching for someone to fill the critical AA5 role and help see the mission and vision com to fruition through work and partnerships with the Washington Legislature and other community stakeholders.

A completed application packet will include:

• A detailed resume
• A cover letter regarding your interest for this position with our agency
• 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 Administrative Assistant 5, some of your duties will include:

• Administrative Support to include:
  1. Managing leadership calendaring to include complex scheduling assignments, individual appointments, group meetings, public events, and travel arrangements
  2. Tracking tasks for the Director to help ensure they are completed on schedule. Arranges for conference rooms and equipment as needed for meetings and conferences
  3. Preparing correspondence for supervisor; exercises signature authority on administrative matters
  4. Exercising authority granted to review, screen, prioritize and transmit all incoming assignments and request status information of program staff and other department staff regarding crucial program activities, including contract management, operating, and capital budget development
• Monitoring agency legislation requests and ensures agency compliance with legislative processes to include:
  1. Monitoring agency legislative review assignments in agency request system
  2. Assigning non-sentencing bills to staff for monitoring, testifying, providing information for hearings
  3. Tracking of legislative reports/communication with the Governors office and the legislative staff on legislative reports
• Human Resource Liaison to include:
  1. Serving as liaison to Human Resources on recruitment and other personnel matters on behalf of the EPO Director
  2. Maintaining confidentiality and exercises discretion in coordinating personnel actions and activities to ensure that paperwork is completed correctly and on time for all personnel actions and established policies and procedures are followed
• Facilitating interaction between internal and external stakeholders for the Executive Policy Office and Office of Tribal Relations
• Budget, travel & requisition support
• Other

Qualifications

What we need (required qualifications):

• One (1) year as an Administrative Assistant 4

OR

• Two (2) years’ experience as an Administrative Assistant 3

OR

• Five (5) years of progressively responsible experience in the office/clerical, secretarial, or administrative work

OR

• A Bachelor’s degree in Business Administration, Public Administration, or a closely aligned field from an accredited institution recognized by the U.S. Department of Education or the Council for Higher Education Accreditation (CHEA)

AND

• One (1) year of administrative experience

AND

• Advanced proficiency level with Microsoft Word, Excel, PowerPoint, Outlook, and Teams
• Experience and ability to maintain the confidentiality of information.
• Excellent coordination and multi-tasking skills, and ability to handle administrative, budget drills, and competing project deadlines under very tight timelines.
• Excellent interpersonal skills and teamwork experience.
• Must have the ability to build rapport and partner with others.
• Must have the ability to apply negotiation and conflict management skills.
• Accountability – accepts personal responsibility for the quality and timeliness of work. Works effectively alone and with others to accomplish tasks.
• Skilled in operation of 10-key calculator, fax machine, copier, printer, and personal computer

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

• Bachelors or professional degree in business administration, public administration, law, education, public health or a related field
• Five years of experience in the areas of conducting research; analyzing policies, laws, rules or regulations; or comparable combination of graduate education and experience.
• Advanced level of proficiency in using effective verbal communication skills, especially when making statements consistent with departmental policy and articulated in a manner sensitive to cultural differences.
• Basic level of proficiency with Microsoft Teams
• Advanced ability to work independently.
• Advanced ability to work effectively with others.

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:

• 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.

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!

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.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
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.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

01

Are you a current DOC employee?

• Yes
• No

02

Please indicate your highest level of education:

• High school graduation or GED
• Associates Degree
• A Bachelor’s degree in business administration, public administration, or closely allied field
• Masters Degree

03

If applicable, how many years’ experience do you have as an Administrative Assistant 4?

• I do not have this experience
• I have one or more years

04

If applicable, how many years’ experience do you have as an Administrative Assistant 3?

• I do not have the experience listed above
• I have one year of this experience
• I have two+ years of this experience

05

If applicable, how many years of progressively responsible experience in the office/clerical, secretarial, or administrative work do you possess?

• I do not have this experience
• I have one to two years of this experience
• I have three to four years of this experience
• I have five+ years of this experience

06

If applicable, how many years of general administrative experience do you have:

• I do not have this experience
• I have one or more years

07

Which one of the following best describes your highest level of Microsoft Word skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the Basic level below.
• BASIC: Create, save, preview, and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct.
• INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; use the word look up (thesaurus, dictionary); customize tables and charts; modify pictures in document; create customized graphic elements; use templates.
• ADVANCED: Insert content using quick parts; control text flow; perform mail merge function; uses macros for tasks; insert cover pages and table of contents; track changes and comments; insert bookmarks, footnotes and endnotes; add hyperlinks; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, restrict access and use passwords; create, protect and automate forms.
• EXPERT: Able to use and train others in all Word functions listed above.

08

Which one of the following best describes your highest level of Microsoft Excel skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the basic level below.
• BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
• INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot Charts; insert and modify graphic objects in a worksheet.
• ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparklines and scenarios.
• EXPERT: Able to use and train others in all Excel functions listed above and uses advanced formulas, functions and arrays; uses information, date and time functions; uses advanced editing and formatting; advanced chart formatting; runs solver models and reports; embed and link information; set up customization including automation.

09

Which one of the following best describes your highest level of Microsoft Outlook skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the Basic level below.
• BASIC: Compose email messages; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings, manage tasks and notes.
• INTERMEDIATE: Set calendar options; sort, find and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-Do bar; customize message options; assign, reply and track tasks; create public folders and send and post information.
• ADVANCED: Personalize with stationery and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages.
• EXPERT: Able to use and train others in all Outlook functions listed above.

10

Which one of the following best describes your highest level of PowerPoint skills? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the Basic level below
• BASIC: Create, save, preview and print
• INTERMEDIATE: Create slides; format text; add and modify graphics; create tables in presentation; imports charts
• ADVANCED: Customize environment; set up a slide master; create custom layouts; add headers and footers; insert and modify SmartArt graphics; add special effect; customize slide animations; customize a design template; covert to video; secure and distribute
• EXPERT: Able to use and train others in all PowerPoint functions listed above

11

Which one of the following best describes your highest level of TEAMS skills?

• I do not have experience with Microsoft TEAMS
• Basic (i.e. Create and send messages)
• Intermediate (i.e. Attach files and photos to messages; add individuals to already established meetings; share screen during meetings)
• Advanced (i.e. Utilize MS applications in a TEAMS chat or call; utilize breakout rooms in meetings)

12

Do you have at least five years conducting research?

• Yes
• N0

13

Do you have at least five years analyzing policies, laws, rules or regulations?

• Yes
• No

Required Question