State of Washington Dept. of Corrections
Description
Description
Executive Secretary
Full Time/Permanent
Tumwater, WA
Salary: $81,924/yr
Salary: $81,924/yr
The Department of Corrections is seeking a highly organized, dependable, and professional Executive Secretary to join our team.
As the Executive Secretary, this position is responsible for performing administrative and office management functions while supporting the Chief Medical Officer for the Health Services Division. This position provides technical and administrative support to aid in the management and coordination of DOC HS programs, the health care provided to incarcerated individuals, and to ensure agency priorities are met.
This position utilizes specialized knowledge and independent judgment to plan, prioritize and organize a diversified workload and to investigate and resolve problems related to HS programs. This position assists in managing operations to promote public safety.
This position establishes office procedures, standards, priorities and deadlines. This position initiates action to ensure work and office goals are met.
Application assessment will be ongoing, and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.
"This recruitment could be used to fill multiple permanent or non-permanent positions."
Duties
Provide administrative support to the Chief Medical Officer and Deputy Chief Medical Officer and other senior and mid management as assigned.
- Acts as a liaison to expedite the flow of information to and from the Chief Medical Officer’s office to the public, executive and statewide elected officials, various public, federal and state agencies, organizations, associations, legislative staff and the Governor’s office.
- Requires extensive knowledge of the Department’s organization, structure, operations and philosophy to respond to a broad range of questions and inquiries.
- Exercises a level of authority and independent judgment in the day-to-day operations of the Chief Medical Officer’s office.
- Manages the Chief Medical Officer and/or Deputy Chief Medical Officer’s calendar(s), this includes scheduling complex meetings/appointments, securing facilities/meeting locations, developing and coordinating meeting materials, including agendas and presentations.
- Coordinates notification for meetings and prepares agendas. Takes and transcribes meeting minutes and tracks action items for the FMD meeting and other meetings as required.
- Use independent judgement to accomplish assignments or solve problems and coordinate within the department or other agencies as needed. Reviews, screens, and prioritizes Chief Medical Officer and/or Deputy Chief Medical Officer’s incoming mail, calls, voicemails, emails, visitor inquiries and responds on behalf of the supervisor when appropriate.
- Plans and prioritizes work to meet internal and external deadlines. Keeps the Chief Medical Officer and Deputy Chief Medical Officer apprised of deadlines and matters requiring review and/or attention.
- Develops written correspondence on behalf of the Chief Medical Officer and/or Deputy Chief Medical Officer, exercising signature authority on designated administrative matters.
- Provides staff with an open line of communication to the Chief Medical Officer and/or Deputy Chief Medical Officer.
- Complete all travel coordination and training request coordination on behalf of the Chief Medical Officer and their direct staff when appropriate.
- Makes decisions and acts on behalf of the Chief Medical Officer and/or Deputy Chief Medical Officer on administrative matters. As well as coordinating information sharing to keep supervisors appraised of updates and changes across the agency and internal to the division.
- Research and analyzes methods and procedures, programmatic and policy issues, and develops recommendations where appropriate.
- Support SharePoint site Administration and site building for medical/clinical sites
- Compose, edit and respond to confidential correspondence as assigned by the correspondence unit, or received from the incarcerated population, family members and/or the public.
- Investigates, researches and gathers information to personally respond to select items via written correspondence, Outlook, fax or telephone as directed.
- Compile and submit legal documentation requests on behalf of Chief Medical Officer and/or Deputy Chief Medical Officer.
- Develops responses for critical issues for the Chief Medical Officer such as the release of restricted information, gubernatorial inquiries, and labor relations matters.
- Maintains Organizational charts on behalf of the Chief Medical Officer and their direct reports.
- Serve as the main coordinator for HRSA hours and a backup or site certification.
- Serve as backup on WSAC site certification
- Serve as the Back Up National Practitioner Data Bank (NPDB) Administrator.
Administrative and technical support
- Provides duties such as equipment maintenance and ordering supplies, computers, cell phones, furniture and other equipment for the Chief Medical Officer.
- Monitors staff performance and development plans for the Chief Medical Officer.
- Communicate with DOC HR and Division Managers such as Health Services Administrators, Health Services Managers, Nursing Leaders, Facility Medical Directors, Program Directors, and Health Informatics Team.
- Explores and implements filing/retention efficiencies for the Chief Medical Officer’s office.
- Prepare presentations for the Chief Medical Officer to present to staff.
- Works with HR to track and update personnel files.
- Use SharePoint, Microsoft Office, Excel and Adobe Pro as needed to manage and track information or research Department information.
- Coordinate interviews and participate in interview panels where appropriate.
Public Disclosure Requests
- Acts as the Point of Contact for the Health Services Division public disclosure requests.
- Gathers and responds to public disclosure requests as required.
- Reviews records to ensure they are responsive to the request based on the scope of the request and ensure redaction occurs as needed.
- Tracks and monitors requests as needed.
- Ensure adherence to record retention requirements.
Office Support / Other Duties
- As part of the support team, assists with general office duties such as reserving conference rooms, vehicles, and phone lines.
- Check mail for the health services division at headquarters and distribute mail for response.
- Participate in monthly HS support staff meetings and as a member of the Executive Secretaries’ Group for the Agency.
- Perform project tasks and other research as assigned.
Other duties as assigned.
Qualifications
Required qualifications:
- HS Diploma or equivalent
- Three (3) years of progressive administrative assistant experience providing support to a mid-level manager or higher.
- Intermediate level proficiency in MS Office, Word, Outlook and Excel
LOCAL AND JOB SPECIFIC COMPETENCIES:
- Ability to research, accumulate, organize and communicate technical information both orally and in writing, using various technologies such as telephone, electronic mail and other equipment.
- Ability to prepare correspondence, write complex sentences, using proper punctuation and grammar.
- Ability to represent supervisor at meetings, conferences and/or conventions, speaking for him/her on agency matters.
- Ability to address or respond to agency or public groups on departmental functions and policies.
- Demonstrated success in holding progressively higher-level administrative support positions for executives.
- Demonstrated ability to effectively communicate in writing and verbally.
- Demonstrated ability to maintain effective internal and external working relationships.
- Demonstrated ability to maintain confidentiality of information.
- Demonstrated competence and applied professionalism to speak on behalf of executives.
- Effective time and project management skills.
- Demonstrated resourcefulness.
Preferred Qualification:
- 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 of Higher Education Accreditation (CHEA) or a foreign equivalent.
- Experience working in the state government as an administrative assistant to a mid-level or higher manager.
- Experience using SharePoint.
Knowledge of:
- 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; and
- State and agency functional and personnel policies.
Supplemental Information
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 humane corrections system and partner with others to transform lives for a better Washington.
Our Core Values:
Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.- Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
- People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
- Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
- Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.
IMPORTANT NOTES:
- 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.
- 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.
- Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
- Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.
- 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.
- Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
- Salary is based on experience and is determined at the time a final offer of employment is made.
We are committed to hiring individuals who possess core diversity competencies:
Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.
- Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
- Respectfully acknowledge people's differences and recognize these differences as important and valuable.
- Promote inclusiveness.
- Be culturally sensitive and appropriate.
- Respect and value diverse backgrounds and traditions.
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!
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.
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, please email kathey.waggoner@doc1.wa.gov or call us at 509-907-7808 For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.