Job Description

Overview Executive Secretary Full Time | Exempt Location: Headquarters | Tumwater, WA Salary: $80,312 Annually The Washington State Department of Corrections has a mission‑critical role for an organized and diligent individual to join the Prisons division as an Executive Secretary . The Executive Secretary is the primary support for the Deputy Assistant Secretary for the Women’s Prisons Division. This position contributes to the agency’s mission of improving public safety by positively changing lives through oversight of various community and staff interactions, duties, and projects in collaboration with the Deputy Assistant Secretary, including all areas of supervision under the Women’s Prison Division. Duties may include coordinating tasks, handling scheduling and correspondence, providing technical and administrative support, and solving problems as they arise. This position serves as the main point of contact for internal and external stakeholders from all facilities and services under the Women’s Prisons Division. We seek a candidate who can maintain a high level of professionalism and contribute to the division’s objectives. A completed application packet will include: A cover letter regarding your interest in this position with our agency A detailed resume Three professional references We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters excellence, promotes innovation, engagement, and safety, and leads to better outcomes for our incarcerated population, our agency, and our community. As an Executive Secretary, some of your duties will include: Performing and coordinating administrative functions for the Deputy Assistant Secretary for the Women’s Prisons Division, including: Acting as a liaison to expedite the flow of information to and from the Deputy Assistant Secretary to the public, other executives and statewide officials, public, federal and state agencies, organizations, associates, legislative staff, and the Governor’s office, inside and outside the State of Washington Maintaining extensive knowledge of the Department’s organization, structure, operations, and philosophy to respond to a broad range of questions and inquiries Exercising a level of authority and independent judgment in the Deputy Assistant Secretary’s day‑to‑day operations Managing the Deputy Assistant Secretary’s schedule and establishing priorities Using independent judgment to accomplish assignments or solve problems and coordinate within the Department or other agencies Planning and prioritizing work to meet internal and external deadlines Keeping the Deputy Assistant Secretary and Transgender Settlement Agreement Administrator apprised of deadlines and matters requiring review Coordinating notifications for meetings and preparing agendas Taking and transcribing minutes and tracking action items for Headquarters MDTs, PEAR meetings, and other meetings as required Preparing and tracking correspondence for the supervisor and exercising signature authority on administrative correspondence Working with HR to track and update personnel files Making travel arrangements, flight and hotel reservations for the Deputy Assistant Secretary and Transgender Settlement Administrator as well as others as needed, and submitting for reimbursement Oversight and management Administrative and technical support Public Disclosure Requests Other duties as required What we need (required qualifications): High school graduation/GED Three (3) years of administrative assistant experience providing support to a mid‑level manager or higher Intermediate level of proficiency in MS Office Suite, including Word, Excel, Outlook, PowerPoint In addition to the above education and experience, the below competencies are required: Ability to research, accumulate, organize and communicate technical information both orally and in writing, using various technologies such as telephone, email, and other electronic equipment Ability to prepare correspondence, write complex sentences, and use proper punctuation and grammar Ability to represent the supervisor at meetings, conferences and/or conventions Ability to address or respond to agency or public groups on departmental functions and policies Demonstrated success in progressively higher level administrative support positions for executives Demonstrated ability to communicate effectively in writing and verbally Demonstrated ability to build and maintain effective internal and external working relationships and to maintain confidentiality Demonstrated competence and professionalism to speak on behalf of the Deputy Assistant Secretary Effective time and project management skills Demonstrated resourcefulness What will make your application stand out (preferred qualifications): Bachelor’s degree in business administration, public administration or closely allied field from an accredited institution recognized by the U.S. Department of Education or the CHEA, or a foreign equivalent Experience working in state government as an administrative assistant to a mid‑level or higher manager Experience using SharePoint Knowledge of: Experience working in state government as an administrative assistant 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 functional and personnel policies 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 status, genetic information, or the presence of any disability or use of a service animal.

IMPORTANT NOTES:

This recruitment may be used to fill more than one position. Please include a minimum of three professional references with your application. A professional reference is someone who has supervised your work and can attest to your performance, technical skills, and job competencies. If you do not have sufficient professional references, include non‑related professionals such as educators or other professional associates. Phone number AND email address are required for all professional references. A background check including criminal history will be conducted prior to hire. Information from the background check will be considered in determining suitability and competence. Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. We are committed to a drug- and alcohol-free work environment. A pre‑employment drug test may be administered; positive results will disqualify candidacy. OC pepper spray may be present; applicants with sensitivities or allergies should ask about exposure levels. Animal care programs may be part of prison environments; applicants with allergies should ask about exposure levels. TB testing may be required; employment is not contingent on test results. Foreign degrees require a credential evaluation (e.g., wes.org or aice-eval.org); until documentation is provided, you may not be selected to move forward. DOC complies with I-9 requirements for work eligibility; proof of identity and eligibility to work in the United States will be required. DOC does not use E-Verify; STEM OPT is not available. Telework Details This position may be allocated for telework. Work may be performed remotely within Washington state using a reliable internet or cellular connection. Employees are expected to protect state equipment and maintain confidentiality while working offsite and may be required to commute to a DOC facility or field office as needed. Some offices may have a drop‑in area, but dedicated workspace within a DOC facility will not be provided. What We Offer: Washington State employees receive a competitive benefits package, including medical, dental, and vision insurance, and may include: Remote/telework/flexible schedules (depending on position) Up to 25 paid vacation days per year 8 hours of paid sick leave per month 12 paid holidays per year Generous retirement plan Flex Spending Accounts Dependent Care Assistance Deferred Compensation and more PERS: State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have options for two employer‑contributed retirement programs. For more information, see the Department of Retirement Systems website. For questions about this recruitment or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call 509-630-9160. TTY: 7‑1‑1 or 1‑800‑833‑6388 for Relay Service. #J-18808-Ljbffr Washington State ESD

Job Tags

Full time, Local area, Remote work,

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