Administrative Specialist III-Major's Office

King County   Seattle, WA   Full-time     Administration / Clerical
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Posted on November 13, 2020
Summary


The Department of Adult & Juvenile Detention (DAJD) is accepting applications to fill one (1) Administrative Specialist III position. This position is responsible for providing administrative support to the DAJD Division Major's position at the King County Correctional Facility in Seattle, Washington. 


The individual selected for this opportunity will be expected to provide clerical support and office coordination that is specialized and/or technical in nature and performed under limited supervision. The work involves independent judgment of complex and/or sensitive information. This position requires exceptional communication skills, including the ability to draft and edit memos, letters and other correspondence. To carry out these job duties one must be able to prioritize work assignments with competing deadlines, while exercising good judgment regarding complex and politically sensitive issues, and to consider and maintain confidentiality at all times.


 ABOUT THE DEPARTMENT: 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. 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.


King County DAJD is committed to upholding and promoting equal opportunity in employment. DAJD encourages people of all backgrounds, cultures and religions to apply, including veterans, people of color, immigrants, refugees, women, LGBTQ, and people with disabilities. DAJD values diversity and is committed to making appropriate accommodations as needed to support diversity as we believe that a diverse workforce is a strong workforce.

Job Duties

The job description is an overview and is intended to describe the general nature and level of work being performed. It is not to be an exhaustive list of all the functions and tasks required of this position.
 

  • Serve as sole administrative clerical support to the Division Major's position. Perform general office functions such as answering phones, faxing, photocopying, e-mailing, processing/distributing/routing incoming and outgoing mail.
  • Coordinate, process and track all section documents related to operational issues, employee discipline, work projects, correspondence, contracts and budgets, legal documents, records and related files, including electronic and printed documents.
  • Conduct research as required to compose correspondence, reports, information gathering and composition of statistical data.
  • Organize and maintain accurate and accessible records and filing systems including electronic records and printed documents; respond to Public Disclosure Requests (PDR's).
  • Utilize various computer programs to maintain, update, and retrieve data related to jail operations including; Subject-In-Process (SIP-DAJD), MS Word, Outlook, and Excel.
  • Compose, and/or proofread documents, reports, forms, memorandums and correspondence; distributing, tracking and filing final documents.
  • Ability to cooperatively and professionally work with a variety of individuals.
  • Log in and track inquiries and requests from various sources including staff, employees, prosecuting attorney's office, courts, Office of the Ombuds, Office of Civil Rights and others.  Develop and maintain tracking mechanisms and file systems to monitor response.
  • Schedule meetings and appointments with staff, public, law enforcement and other agencies.  Maintain scheduling system for meetings.
  • Maintain confidentiality of highly sensitive communications, and all related information and documents, files and records.
  • Attend and record public and/or departmental hearings and/or meetings.
  • Process mail, respond as appropriate, and identify priority/time sensitive matters.
  • Represent organization at various functions, including committees, meetings, proceedings, which may vary according to need.
  • Provide information and direction to supervisors and staff in the absence of the Major.
  • Perform other duties as assigned including but not limited to, backfill for the division Confidential Secretary 1.

Experience, Qualifications, Knowledge, Skills

MINIMUM QUALIFICATIONS:

  • Two (2) years of full-time office work experience which includes maintaining and tracking data, analysis, designing and maintaining data sources.
  • Two (2) years of full-time work experience in reception (answering phones, greeting customers).
  • Strong organizational skills and ability to multi-task while working independently in a busy environment.
  • Excellent written communication skills that include knowledge of proper English grammar usage, punctuation and spelling, as well as effective verbal communication.
  • Possess a strong working knowledge of Word, Excel and Outlook scheduling software.
  • Demonstrated punctuality and dependability in daily attendance.
  • Willingness to work collaboratively and as part of a team.
  • Ability to maintain confidentiality and handle sensitive situations with diplomacy and tact.

MOST COMPETITIVE CANDIDATES WILL POSSESS:
 
  • Three (3) years of full-time work experience serving as an administrative/executive assistant or in a similar position.

ADDITIONAL REQUIREMENTS: Candidates for this position may be required to complete skills testing.

Supplemental Information

WHO MAY APPLY: This Career Service position is open concurrently to all King County employees and the general public who meet the minimum qualifications. Internal consideration will be given to current King County and DAJD employees.


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 general application materials. Application materials must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps in the review or selection process.


HOW TO APPLY: Completion of the entire King County application and supplemental questionnaire is required.  Resumes or letter of interest alone will NOT substitute for full application.  Online applications are preferred.  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: King County Correctional Facility, 500 Fifth Avenue, Seattle, WA, 98104.


WORK SCHEDULE:  This is a regular career service, forty (40) hour per week, overtime eligible position.  The schedule for this position is Monday through Friday, 0800-1630 but hours may vary depending on activities. Some weekend and evening hours may be required.


WORK ENVIRONMENT: Candidates must be willing and able to work in a secured facility.


DEPARTMENT CONTACT:  Questions regarding this announcement or position may be directed to: Jaclyn P. Smith HR Analyst; Phone Number:  206-263-3379; or via e-mail at jacsmith@kingcounty.gov


UNION MEMBERSHIP: This position is not represented by a collective bargaining agreement.


SPECIAL REQUIREMENTS: The person selected for this position will be required to complete a thorough background investigation process, including fingerprinting, criminal history check, a lie detection evaluation and reference checks. A valid Washington State Driver's license or alternate ability to travel around the County is required by time of hire.

 
TEMPORARY TELECOMMUTING REQUIREMENT
 
Some of the work associated with this position may be performed remotely, at least through July 5, 2021 in compliance with King County’s telecommuting mandate. Remote working will be based on operational need. Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.  Employees must reside in WA state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.  There will be situations where the employee is required to report to a County worksite.  Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required by the department in alignment with the Public Health Directive from the Seattle & King County Public Health Officer.
 
To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.  

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. 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 your 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 a Priority Placement Program Participant And 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 AND 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. AND 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
This job is located in a secure building in which entry is controlled by others. Are you comfortable working in a secured building where your ability to move in and out of the building may be limited?
  • Yes
  • No
04
Have you undergone background investigation process for employment with the King County Department of Adult and Juvenile Detention within the last two years?
  • Yes
  • No
05
If yes, please specify the approximate date(s) and position(s) for which you previously went through the department's background process. Place "N/A" in the box below if not applicable.
06
Supplemental questions 7 through 12 are designed to assess your job related experience and qualifications. Please note that as part of the screening process, your responses will be reviewed in conjunction with your general application materials. The employment history detailed in your application materials must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The general employment application must be completed to include your work history. You are welcome to submit a resume as well, however, failure to provide a detailed work history on the general application may prohibit further consideration. Do you understand that your responses to the supplemental questions for this position must be supported by your general application materials?
  • Yes
  • No
07
Please describe in detail how you meet the minimum qualifications for this position. (Full details of your qualifications should be reflected on your completed application). If you do not meet the minimum qualifications, then type "N/A" below.
08
How many years of full-time office work experience do you possess? This experience should include maintaining, tracking and analysis of data as well as designing and maintaining data sources.
  • Less than two (2) years
  • Two (2) or more years but less than three (3) years
  • Three (3) or more years but less than four (4) years
  • More than four (4) years
  • I do not have this type of experience.
09
Provide at least three examples of your experience maintaining, tracking and analyzing data. If you do not have this type of experience, then type N/A in the box below.
10
Please indicate your level of proficiency utilizing Microsoft Office Suite (Word, Excel, and Outlook). Note: A general description for beginner, intermediate and expert proficiency has been provided. Please select the level of proficiency that accurately reflects your skill level. The Department may choose to conduct skills testing.
  • Beginner-Able to open, create, save and modify documents
  • Intermediate-Create mailing lists and posters in Word, Excel formulas and calculations, schedule meetings and create distribution lists in Outlook
  • Expert-Create complex databases, formulas, and pivot tables in Excel, format and reuse headers and manage page layouts in Word, import and export data and work with public folders in Outlook
  • I do not have experience utilizing Microsoft Office Suite
11
How many years of experience do you have as an administrative/executive assistant?
  • Less than three (3) years
  • Three (3) or more years but less than four (4) years
  • Four (4) or more years but less than five (5) years
  • More than five (5) years
  • I do not have experience as an administrative/executive assistant.
12
Describe in detail your work experience performing high level customer service and complex administrative functions. If you do not have this type of experience, then type N/A in the box provided.
13
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
14
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
15
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
16
In the last 3 years, have you been convicted of a domestic violence or a domestic violence-related crime?
  • Yes
  • No
17
Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?
  • Yes
  • No

Required Question