Executive Secretary/Assistant I - Juvenile Division

This position is appointed by the Juvenile Division Director.

The Department of Adult and Juvenile Detention's Juvenile Division is seeking highly qualified candidates for an Executive Secretary/Assistant I to perform a variety of administrative support and secretarial duties for the Juvenile Division Director. The incumbent will have delegated authority to handle a variety of daily administrative duties and special projects for the Director, will maintain knowledge of division projects, keep the Director apprised of current and potential issues and problems, and will maintain the confidentiality of sensitive and controversial communications. Our successful candidate will be a self-starter who has excellent customer service and interpersonal skills, a keen attention to detail, an ability to work in a collaborative and ambiguous environment, and a strong background in providing executive-level support.

This is an exciting opportunity to join King County government and play an essential role in our vision to provide the best in trauma informed care in a juvenile detention facility.
 
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. 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.
 
DEPARTMENT 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.

The successful candidate, at a minimum, will demonstrate skill or ability to:

• Review all incoming mail and correspondence for the Division Director, and ensure proper action is taken and timely responses are made as appropriate.
• Answer the director's incoming telephone calls; respond to questions, take messages, and route and screen calls as appropriate.
• Provide administrative support to and perform special projects for the Division Director, Deputy Division Director, and other division management, as needed; research and summarize specialized or technical information from varied sources, selecting the most appropriate material.
• Type, edit, and proofread correspondence drafted by the Division Director and/or designee.
• Manage and coordinate the director's schedule: schedule meetings, set appointments, resolve conflicts, and work with internal and external contacts.
• Maintain knowledge of division programs and projects; keep the Division Director apprised of current and potential issues and problems; maintain confidentiality of sensitive and controversial communications.
• Convey the Director's directions and instructions to staff and furnish explanations, when necessary; advise staff of Director's preferences and requirements; provide regular reminders to staff and maintain a detailed tracking system to ensure critical deadlines are met.
• Support the department in the administration of personnel matters, including but not limited to correspondence to staff regarding conditions of their employment; work closely with Human Resources to coordinate necessary procedures for hiring new staff and terminations.
• Complete financial purchases for the Director's Office on behalf of the Director and Deputy division Director; process expense reports in compliance with County policies.
• Organize, update, and maintain hard copy and electronic files using common drives and SharePoint.
• Coordinate, process, and track all public disclosure requests received; determine disclosure requirements, scope, and extent of research required; research, compile, and coordinate information related to public disclosure requests, maintaining detailed tracking records; manage the compilation and high-volume production of necessary supporting documents; coordinate with the Department's Records Manager, Prosecuting Attorney's Office, and attorneys as needed.
• Analyze and compile data, summarize findings, and prepare reports; prepare charts and graphs to illustrate findings as appropriate; use spreadsheets to maintain data.
• Under guidance of the Deputy Division Director, perform quality control functions to ensure data integrity.
• Handle all Juvenile Division facilities work order requests as listed in the Facilities Division Service Level Agreement and telecommunications requests.
• Oversee access to the CFJC and maintain key control and facility badge access.
• Assist with the processing and submission of Payroll for Juvenile Division Administration using the Roster Management System.
• Participate in planning and organizing meetings and trainings; coordinate the preparation of agendas, meeting notices, prepare meeting minutes, and related information for internal and external committees and workgroups.
• Monitor and review budget expenditures for Juvenile Division and research specific account activity; assist in budget preparation.
• Develop, plan, implement, and oversee the Juvenile Division's recordkeeping systems to ensure compliance with County records retention policies; organize and maintain Juvenile Administration filing systems that may include budget documents, personnel files, payroll, legal documents, and other records.
• Collaborate with all contractors and vendors to assist in obtaining the necessary background check for clearance/admission to the facility.
• Perform additional duties or special projects as assigned.

MINIMUM QUALIFICATIONS:

• High School Diploma or GED, plus four (4) years of increasingly responsible office/clerical/administrative experience, including a minimum of two (2) years' experience providing primary administrative support to a division director or manager-level position.
• Ability to work under strict and demanding deadlines.
• Experience working with complex processes in high quantity/high volume customer service base and performing complex administrative functions.
• Demonstrated experience in planning, organizing, prioritizing multiple work assignments, meeting strict and demanding deadlines, taking initiative, and exercising adaptability to changing priorities independently and with minimal supervision.
• Demonstrated ability maintaining a professional demeanor and providing timely and reliable customer service. Must have the ability to work cooperatively and professionally with a variety of individuals.
• Good judgment regarding complex and politically sensitive matters; experience maintaining confidentiality, while sharing the right information with the appropriate people.
• Strong oral and written communication skills for a diverse audience. Ability to communicate professionally, diplomatically, and tactfully using a variety of communication methods.
• Advanced knowledge and skills using software products such as Microsoft Office suite (Word, Excel, and Outlook). Strong attention to detail and good grammar/editing skills.
• Experience working with database systems and strong database management skills (e.g., understanding how data is entered, stored, and retrieved).
• Ability to review processes, develop recommendations, and implement new processes and procedures related to administrative functions. Experience in problem solving, research, and analysis and assessment of information.
• Must be a self-starter with strong motivation, who is able to operate effectively in uncertain situations and takes on new opportunities and tough challenges with a sense of urgency and enthusiasm.

• An associate's or bachelor's degree.
• Working knowledge of County and departmental correspondence, records management, and public disclosure procedures.
• Expert skills in Microsoft Word, PowerPoint, Outlook, Excel, SharePoint, and Access with demonstrated experience working with complex computer programs and database systems.
• Three (3) or more years' experience providing administrative support to a management­ level position such as a program or section manager, chief of operations, or director.
• Demonstrated experience in Lean process improvement.

WORK LOCATION: This position is assigned to the DAJD Juvenile Division, Children and Family Justice Center, located at 1211 E. Alder St. Seattle, WA 98122. Employees in this position will be assigned to a secure detention facility operational 24 hours per day, seven days per week. Please note that this location is within the secure perimeter of the detention facility. Staff may have indirect contact with youth who are within the secure perimeter.
 
WORK SCHEDULE: This position is exempt from the provisions of the Fair Labor Standards Act and is not overtime eligible. Standard work hours are Monday through Friday, 8:00 a.m. - 5:00 p.m.; however, hours may be subject to change as otherwise negotiated with the successful applicant.
 
WHO MAY APPLY: This appointed position is open to all King County employees and the general public who meet qualifications. Internal consideration may be given to current DAJD and King County employees. Applicants requesting Veteran's Preference must provide a copy of their DD- 214, a scanned copy (pdf format) will suffice for this purpose.
 
HOW TO APPLY: Completion of the entire King County application and supplemental questionnaire, a resume, and cover letter are required. Resumes or letter of interest alone will not substitute for full application. To apply, go to http://www.kingcounty.gov/jobs. For assistance with the online application process, please contact NEOGOV (Governmentjobs.com) Customer Support toll free at 1-877-204-4442.

SELECTION PROCESS: Initial screening will be based upon a review of 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. Candidates determined to be most competitive based upon the initial application review will proceed to the interview phase of the selection process. The interview phase may include a written exercise and/or a computer-based skills testing to demonstrate writing skills and computer proficiency.
 
DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to Morgan Hermann, DAJD Human Resource Analyst, at 206-477-9092 or via email at mhermann@kingcounty.gov.
 
SPECIAL REQUIREMENTS: It is a hiring requirement that all staff employed by DAJD successfully pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, polygraph test, and other tests as deemed necessary.
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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.