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Company name : State of Washington Dept. of Corrections
Location : Aberdeen, WA
Position : Administrative Assistant 3 – Health Services Division in Aberdeen, WA
Description :
Description
Administrative Assistant 3
Full-Time Permanent
STAFFORD CREEK CORRECTIONS CENTER (SCCC)
Do you have a heart for public service, a knack for organization and enjoy working in a fast-paced environment? If you answered with a bold yes, the Washington State Department of Corrections may have the next a career opportunity for you! The Department of Corrections is seeking highly motivated and qualified individual for a
Administrative Assistant 3 position in our Health Services unit at SCCC located in Aberdeen, WA. This position is Monday- Friday working 0800-1630.
As the AA3, you would be an essential addition to the Health Services team. This position serves as a confidential administrative assistant to the Health Services Managers who direct and oversee all Health Services operations at Stafford Creek Corrections Center, a major correctional facility, and Cedar Creek Correction Center, a camp corrections facility.
The AA3 is often the main point of contact for those interacting with SCCC Health Services and you must have the ability to think quick and pivot to urgent, last minute requests while ensuring the team and those working with the team can get to where they need to be.
If you have read this far and are interested in the next opportunity to improve public safety, we encourage you to apply! A completed application packet will include:
A detailed resume
A cover letter regarding your interest for this position with our agency
Three professional references
This position can be filled at any time. It is in the candidate’s best interest to apply as soon as possible as applications will be reviewed as they are received.
Duties
This position supports the Health Services Unit by providing administrative support to the Health Services Executive Management Team consisting of the Facility Medical Director, Psychologist head of Mental Health, the Nursing Supervisor, and Manager of the Skill Building Unit. This position is a member of this team and contributes to efficient and effective operations at both facilities, exercising discretion and respecting confidentiality in all matters. Additionally, this position supervises two Office Assistants who provide clerical support to the Health Services Unit consisting of 85+ staff members, working cohesively toward the DOC mission to improve public safety by positively changing lives.
Assist to the Health Services Managers
Represents the mission, goals, objectives of the department as well as the priorities, vision, and values of the Health Services Manager 3 (HSM3) in all communication and interaction with health services staff, custody, and external customers.
Maintain the highest level of confidentiality with sensitive information routinely managed in the office of the HSM3
Manage the HSM3 calendar and schedule. Keep the HSM3 informed of events and concerns in the clinic.
Assist the HSM3 in oversight of operational processes by developing and monitoring tracking systems and reports of assigned systems.
Maintain familiarity with all applicable policies and operational memorandums and any proposed or enacted changes and their impact on the clinic operations.
Provides requested information to staff and external customers.
Prioritize correspondence, screens documents requiring HSM’s approval/signature for content, form and conformance to DOC institute.
Manage telephone calls and messages. Receive and routes telephone calls and email inquiries appropriately. Handles calls and inquires within approved areas of authority.
Review and distribute mail of confidential, clinical nature and content and routes appropriately. Maintain confidentiality of information learned through job performance protected by the Department of Corrections policy, federal or state law. Prioritizes urgent request.
Administrative Office Management
Scheduled, prepares agendas, prepare necessary documents, and intake minutes for minutes. Back up for other health services meetings as required.
Work with other clerical/health services staff to submit supply requests as needed.
Practice fiscal responsibility in managing requests, researching and submitting purchase proposals for supplies and equipment.
Submit and maintain tracking of routine office management documents, to include but not limited to maintenance requests, purchase requests, key control requests, facility visitor security clearances (NIVs), information help tickets, housekeeping and training requests.
Organizes and maintains paper and electronic files. Works closely with the Department Public Disclosure office for archival and destruction schedules. Creates and maintains staff supervisory files for HSM’s direct reports and agency contract and attendance files.
Provide leadership to SCCC Health Services support staff.
Model expected behavior- professional and respectful.
Ensure expectations are clearly communicated, understood and achievable.
Promote staff morale.
Supervises the Office Assistant 3 (OA3) for HS Admin. Conducts training, assigns and schedules work, acts on leave requests, conducts regularly scheduled supervisory conferences, annual performance evaluations, and recommends corrective and/or disciplinary actions.
Health Services Staffing Recruitment and Onboarding Coordinator / Logon ID Coordinator
Works closely with HQ Recruitment/Talent Acquisition Teams and HS Human Resources to hire DOC HS employees. Processes recruitment documentation
Updates Position Description (PD) for review and approval.
Creates and tracks requisition in Neogov
Works closely with hiring managers, DOC Nurse Profiles team and contract employment agencies to fill medical and mental health professional position vacancies with qualified contract staff.
Serves as Health Services Logon ID (LID) Coordinator. Submits the LID ticket to create the logon account and email for new contract staff. Submits access requests to secured facility locations and enterprise applications and shared drive data.
Qualifications
Required:
High school diploma or GED equivalent
AND
Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
OR
Formal education will substitute year-for-year for experience
COVID 19 Vaccination Requirement
Pursuant to Emergency Proclamation 21-14, 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.
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.
This position may be represented by a bargaining unit.
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:
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 Wendy Vandel at Wsvandel@doc1.wa.gov or call at
(360) 688-0966.
For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
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