Administrative Specialist II (EHD)

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on May 10, 2022
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Summary

The Department of Adult & Juvenile Detention (DAJD) is accepting applications to fill an Administrative Specialist II position. This position is responsible for providing administrative support to the Electronic Home Detention programs.
 
About The Department
The Department of Adult and Juvenile Detention (DAJD) is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies. DAJD operates the largest county jail in the State of Washington, housing an average daily population of more than 1700 inmates.
 
Commitment to Equity & Social Justice
As the only county in the United States named after one of the most influential civil rights leaders in our nation's history, Martin Luther King, Jr. County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the artistic and social traditions of many cultures.
 
We have a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from vulnerable communities are incorporated into our emergency planning and public outreach efforts. To learn more, please visit: http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx
 
Department's Mission
The DAJD contributes to the public safety of the citizens of King County and Washington State by operating safe, secure, and humane detention facilities and community corrections programs in an innovative and cost- effective manner.
 
About The Program
The Community Corrections Division has 3 programs – Electronic Home Detention (EHD), Community Center for Alternative Programs (CCAP), and Intake Services Unit (ISU). Caseworkers work in all programs, except ISU.
 
EHD work with participants that are out in the community completing their sentence. CCAP work with participants who partake in a continuum of structured programs. Both are located in King County’s Yesler Building in downtown Seattle.

About The Position
This Administrative Specialist II position is assigned to the Electronic Home Detention (EHD) section within the Community Corrections Division of DAJD. EHD is responsible for overseeing the Electronic Home Detention programs. Up to 1200 program referrals are processed every year and approximately 200 of those are referred for the EHD program.
 
Reporting to the Corrections Program Supervisor in the EHD section, this Administrative Specialist II position provides clerical support and reception duties; computer data entry and retrieval; maintains payroll/timekeeping records; reads/processes EHD documents, codes, and calendars; and has oversight of electronic monitoring equipment distribution, inventory, and other processes.
 
This position requires regular contact with inmates, detainees, and defendants, and conducts scheduling and coordination with program participants (inmates, detainees, and defendants). This position distributes and removes the monitoring equipment on each EHD participant. Regular access within the secure perimeter of the detention facilities is required.

Job Duties

Essential Duties: Technical/Organizational Skills/Computer Proficiency

  • Perform general to complex office duties in support of the department's EHD office including answering phones, faxing, photocopying, emailing, and processing/distributing/routing incoming and outgoing mail.
  • Maintain confidentiality of sensitive information/data in all forms (written, verbal, and electronic).
  • Adept at learning technical aspects quickly including computer programs and database systems such as MS Word, Excel, and Access, and corrections/criminal justice database systems and computer programs. Utilize computer programs/database systems (i.e. SIP, Subject-In-Process) to maintain, update, enter, and retrieve data related to EHD.
  • Compose, draft, summarize, prepare, proofread, and/or edit documents, reports, forms and/or related memorandums and correspondence, including distribution and filing.
  • Distribute equipment to enrollees and place the court-assigned ankle device on participants.
  • Responsible for the installation of EHD monitoring equipment of participants ordered to EHD.
  • Maintain organized, accurate, and accessible records and filing systems including electronic records and printed documents, correspondence, and related files; ensure security and confidentiality of case files; and records and ensure files/documents comply with County, State, and Federal policy/law.
  • Perform back-up payroll/timekeeping duties for EHD staff. Maintain calendars for incoming program participants.
  • Maintain EHD inventory and order supplies and equipment. Maintain an orderly and functional storage system for all EHD equipment.
  • Track and pursue missing and late-returning EHD equipment from clients on the program, and file required theft paperwork when necessary.
  • Demonstrate ability to effectively give technical advice to clients and caseworkers about EHD equipment problems. Ability to verbally troubleshoot these problems via phone.
  • Complete data entries within the EHD vendor site via the internet; research, track, and summarize specialized or technical information from varied sources to produce spreadsheets and internal reports.
  • Sort and distribute daily EHD Summary Reports to caseworkers and inform caseworkers of any issues.
  • Perform other related tasks as assigned within area and scope of responsibility.
 Essential Duties: Customer Service
  • Possesses strong customer service skills including well-developed, succinct, professional, effective oral and written communication skills via phone, email, and letters.
  • Provide customer-focused support in a wide variety of functions and administrative duties by meeting the expectation and requirements of internal and external customers/stakeholders, which includes department managers, co-workers, and others.
  • Listen to customers/stakeholders and use their feedback to improve or recommend appropriate changes to processes, services, and products.
  • Establish, maintain, and gain the trust and respect of a high volume of customers through the timely return of phone calls, response to written inquiries, emails, and completing timely updates to database records.
  • Provide customers with the information they need to know to assist them, utilizing tact and discretion. Keep others informed of request/response status.
  • Manage a high volume of records processing and other support activities by knowing how to effectively prioritize competing demands/activities and needs of both internal and external customers' desires so critical work can be completed in a timely manner.
  • The high volume of work requires the ability to handle stress and not show frustration.
 Essential Duties: Collaboration/Teamwork
  • Must deal comfortably with supervisors and senior managers in a hierarchical (chain-of-command) environment without undue tension and nervousness to obtain critical information and respond appropriately.
  • Because of a rapidly changing workplace and the high volume of processing, the incumbent must be flexible, easily challenged to develop and learn more, and be comfortably coachable.
  • As a member of a team, this position must provide both positive and difficult information to supervisors and managers by being direct and truthful in an appropriate, professional, and helpful manner; keep confidences and admit mistakes.
  • Must be able to work effectively/successfully with a diverse group of people equitably. Must work well with team members to ensure efficient operations.
Essential Duties: Professional Judgment
  • Because the demands and priorities of this position can quickly change, incumbent must have the ability to effectively cope with change, deal with ambiguity, re-prioritize work quickly, and have the ability to be comfortable in handling risk and uncertainty.
  • Working with a wide cross-section of customers, incumbent needs to be able to change personal, interpersonal, and managerial behavior quickly to be effective in oral and written communications. Must be willing to seek feedback and adjust approaches to situations based on that feedback.
  • Must have the ability to learn quickly when facing new problems, be willing to learn, be open to change, analyze both successes and challenges/failures for clues to improvement, and enjoy the challenge of unfamiliar tasks.
  • Incumbent needs to be able to act independently and make decisions comfortably within scope and area of responsibility, sometimes with incomplete information, competing demands, and under tight deadlines and pressure in order to keep the critical workflow moving efficiently and keep processes from bottlenecking. This must be done while still maintaining professional and appropriate oral or written communication processes.

Experience, Qualifications, Knowledge, Skills

 Successful candidates shall demonstrate necessary skills by possessing a minimum of the following:

  • Two (2) years full-time office work experience which includes:
    • At least one (1) year of experience working with complex processes in high quantity/high volume customer service and complex administrative functions AND 
    • At least one (1) year of records maintenance experience.
  • Demonstrated ability maintaining a professional demeanor and providing timely and reliable customer service.
  • High School Diploma or GED.
  • Experience maintaining confidentiality, while sharing the right information with the appropriate people.
  • Demonstrated ability managing quickly changing priorities and quickly changing information.
  • Skilled oral and written communicator to a diverse audience. 
  • Intermediate level of skills in:
    • Microsoft Office Suite, including Word, Excel and Access AND 
    • Use of general office equipment, including sufficient knowledge to scan, copy, and fax.
  •  Experience in problem solving, research, analysis and assessing information requiring initiative and a self-starter.
 Most Competitive Qualifications
  • Advanced skills in Microsoft Word, Outlook, Excel and Access with demonstrated experience working with complex computer programs and database systems.
  • Prior experience working with Electronic Monitoring equipment including but not limited to Radio Frequency, GPS and or Alcohol Monitoring.
  • Proficiency in a second language is desirable; Spanish preferred.

Supplemental Information

Who May Apply: This career service position is open currently to all King County employees and the general public who meet the qualifications listed below.
 
How to Apply:
Completion of the entire King County application and supplemental questionnaire is required. Resumes or letters of interest alone will not substitute for full application. Online applications are preferred. To apply, go to http://www.kingcounty.gov/jobs. For assistance with the online application process, please contact NEOGOV Customer Support toll free at: 1-877-204-4442 (Governmentjobs.com customer support).

Work Location: Yesler Building in downtown Seattle.
 
Work Schedule: This is a 40-hour per week, overtime-eligible position. The schedule is Monday - Friday, 7:00 am – 3:30 pm (0700 1530).
 
Candidates must be available to work adjusted schedules on occasion, which may include evenings and weekends.
 
Department Contact: Questions regarding this announcement or position may be directed to Morgan Hermann, DAJD Human Resources Analyst at 206-477-9092 or via e-mail at mhermann@kingcounty.gov.  

Please Note: Translation services are available to applicants, if needed. Please contact recruiter for assistance. 

Union Status: This position is represented by PSEU, Non-Commissioned bargaining unit.
 
Selection Process: Initial screening will be based upon a review of the application materials. As part of the screening process, responses to the supplemental questions will be reviewed in conjunction with the general application materials. Application materials must validate/support your responses to the supplemental question. If your responses cannot be validated, you will not proceed to the next steps of the review or selection process.
 
Most competitive candidates may be required to undergo skills testing. Those who pass the skills test may advance to the oral board phase. Candidates that pass the oral board interview will advance to the final interview phase. Finalist selected for this position must successfully complete a thorough background investigation process, including fingerprinting, background check, a polygraph examination and reference checks.
 
Candidates wishing to claim Veteran's Preference must indicate this on their application and submit a copy of their DD-214 prior to the closing date of this announcement (pdf copy will suffice). Must meet King County criteria for preference related to service period eligibility and prior use of preference.
 
PREA Notification: The Department of Adult and Juvenile Detention (DAJD) follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:

  • Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution;
  • Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or,
  • Has been civilly or administratively adjudicated to have engaged in the activity described above.
Additionally, PREA standards require that the department consider any incidents of sexual harassment involving an inmate or detainee in determining whether or not to hire or promote anyone. The above is in compliance with PREA and its implementing regulations, 28 C.F.R. Part 115, Subpart A, Section 115.17, Hiring and Promotion Decisions.

Forbes recently named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

COVID-19 Vaccination Requirement
King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.

As a condition of employment, prior to a final offer of employment, you will be required to:
  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.

People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).

The Executive Branch includes employees in the Executive branch, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office.

King County is an Equal Employment Opportunity (EEO) Employer
No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being.  Eligible positions receive the following benefits and have access to the following programs:

  • Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
  • Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
  • Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
  • Transportation program and ORCA transit pass
  • 10 paid holidays each year (plus 2 personal holidays)
  • Generous vacation and paid sick leave
  • Paid parental leave, family and medical leaves, and volunteer leave
  • Flexible Spending Account
  • Wellness programs
  • Onsite gyms and activity centers
  • Employee giving program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs
For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy.  If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.  Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
 
NOTE:  Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
 
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01
Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? Do you possess the skills and abilities to qualify for this position?
  • Yes, I was given a layoff notice from my role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
  • No.
02
If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff
03
What is the highest academic level you have completed?
  • High School or General Equivalency Diploma (GED)
  • Technical or occupational certificate
  • Some college coursework completed
  • Associate's degree
  • Bachelor's degree
  • Master's degree or above
04
Provide details describing how you meet the requirements for this position. If you have no experience, type N/A.
05
What is your level of experience working with Microsoft Office Suite including Word, Outlook, Excel, and Access?
  • No experience, but willing to learn
  • Beginner
  • Intermediate
  • Advanced
06
Detail your experience working with the Microsoft Suite to include Word, Outlook, Excel, and Access. If you do not have any experience, type N/A.
07
Do you have prior experience working with Electronic Monitoring equipment including but not limited to radio frequency, GPS, and/or alcohol monitoring?
  • Yes
  • No
08
Detail your experience working with Electronic Monitoring equipment including but not limited to radio frequency, GPS, and/or alcohol monitoring. If you do not have any experience, type N/A.
09
How many years of full-time office work experience do you have working with complex processes and records maintenance experience?
  • No experience
  • One month but less than one (1) year of experience
  • One (1) year but less than two (2) years of experience
  • Two (2) years but less than three (3) years of experience
  • Three (3) years but less than four (4) years of experience
  • Four (4) or more years of experience
10
Detail your experience on working with complex processes and records maintenance. If you do not have any experience, type N/A.
11
How many years of full-time office work experience do you have with maintaining confidentiality while sharing the right information with the appropriate people?
  • No experience
  • One month but less than one year experience
  • One (1) year but less than two (2) years of experience
  • Two (2) years but less than three (3) years of experience
  • Three (3) years but less than four (4) years or more years of experience
  • Four (4) or more years of experience
12
Detail your experience in maintaining confidentiality while sharing the right information with the appropriate people. If you do not have any experience, type N/A.
13
How many years of experience do you have managing quickly changing priorities and information?
  • No experience
  • One month but less than one year experience
  • One (1) year but less than two (2) years of experience
  • Two (2) years but less than three (3) years of experience
  • Three (3) years but less than four (4) years of experience
  • Four (4) or more years of experience
14
Detail your experience in managing quickly changing priorities and information. If you do not have any experience, type N/A.
15
All candidates for employment with DAJD must undergo a thorough background investigation process. This process includes a polygraph examination, investigation for criminal activity, traffic records, conviction records, employment and education history, character and reputation in the community, etc. Selected positions may also require psychological testing and evaluation, and a pre-employment general medical physical. Applicants may be rejected for criminal behavior, drug use, or any indications in the areas listed in the “Background Investigation Screening” questionnaire. Are you willing to undergo a background investigation process as described above?
  • Yes
  • No
16
The Department of Adult and Juvenile Detention is firmly committed to a drug-free workplace. Employees of the department are prohibited from using illegal drugs. Should you be hired by the Department of Adult and Juvenile Detention, you acknowledge that you will adhere to the department's policies and rules regarding drug use.
  • Yes
  • No
17
PLEASE NOTE: A "yes" response to any of the remaining questions may automatically disqualify you from further consideration. Responses will be confirmed and verified in the course of the department's background investigation process. Do you understand that a "yes" response to the remaining questions may automatically disqualify you from further consideration?
  • Yes
  • No
18
In the last 3 years, have you been convicted of Driving Under the Influence (alcohol or drugs)?
  • Yes
  • No
19
In the last 3 years, have you bought, sold, offered to sell, possessed, transported, manufactured, delivered or possess with intent to manufacture or deliver a controlled substance? • Cocaine or crack • Club drugs – Ecstasy, Ketamine, GHB, Rohypnol or MDMA • Hallucinogens – PCP, Angel dust, Wet, Phencyclidine, LSD, Mushrooms or Psilocybin • Opiates – Opium, Morphine or Heroin • Stimulants – Methamphetamines, Crank, Crystal, Ice, Speed, Glass or Amphetamine • Aerosols – Huffing paint or Nitrous Oxide (Whippits), or Khat
  • Yes
  • No
20
In the last 3 years, have you illegally used any other controlled substance or other illegal drugs/narcotics? For purposes of this question, illegal drugs/narcotics/controlled substances include, but is not limited to, the following: Cocaine or Crack · Club drugs: Ecstasy, Ketamine, GHB, Rohypnol, or MDMA · Hallucinogens: PCP, Angel dust, Wet, Phencyclidine, LSD, Mushrooms or Psilocybin · Opiates: Opium, Morphine or Heroin · Stimulants: Methamphetamines, Crank, Crystal, Ice, Speed, Glass or Amphetamine · Aerosols: Huffing paint, Nitrous Oxide (Whippits), or Khat
  • Yes
  • No
21
In the last 3 years, have you been convicted of a domestic violence or a related offense involving physical violence? This includes having a court order or violating a court order that restrains you from harassing, stalking, or threatening any person; or engaging in other conduct that would place any person in reasonable fear of bodily injury.
  • Yes
  • No
22
Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?
  • Yes
  • No

Required Question