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Administrative Specialist III - Jail Operations

King County Department of Human Resources
Seattle, WA Full-time
Posted on October 2, 2019
Summary

Come join our team! The King County Department of Adult and Juvenile Detention (DAJD) has an Administrative Specialist III opportunity. The incumbent will be responsible for a wide variety of administrative clerical duties for Inmate Management and Services (IMS) within DAJD.  This position is located within the secured facilities of the jail. Candidate will have direct contact with inmates, detainees and defendants, Correctional Officers, law enforcement; as well as the general public.
 
Our ideal candidate will have exceptional communication and customer service skills. Enjoy working collaboratively in a team environment; willing to pitch in to help other team members and contributes to positive team morale. Are able to organize multiple tasks, manage their time efficiently, and able to juggle multiple competing demands.
 
The Inmate Management Services section within the Seattle and Kent Detention Facilities Division of DAJD is responsible for overseeing the Inmate Classification System which is designed to determine the security level requirements of each offender and place each inmate into the least restrictive housing while assessing them for program eligibility and participation.
 

Job Duties

Job Duties will include prioritizing work assignments, working independently, and ensuring workload is completed as required. This position requires strong organizational skills, effective communication skills and computer proficiency. The incumbent will report to the Corrections Program Administrator of the IMS Section of DAJD (Seattle and/or Kent Divisions).  To be considered for these opportunities, you must at a minimum, demonstrate knowledge, skill and ability to:

  • Provide exceptional customer service and support in assisting with information requests from general public, command staff, County departments, internal and external stakeholders
  • Complex office duties such as; answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail and ordering office supplies
  • Performing clerical office functions, working independently, prioritizing work assignments and ensuring tasks are completed timely and efficiently
  • Compose memorandums, letters and reports utilizing a variety of computer programs and database programs, maintain and update schedule of activities, statistical charts and graphs as needed for various functions/purposes
  • Utilize various computer programs/database to maintain, update, enter and retrieve data related to investigations and disciplinary actions utilizing specialized database systems including (i.e. SIP, Subject-In-Process), corrections and criminal justice databases, MS Word, Outlook, Access and Excel programs
  • Maintain organized, accurate and accessible records and filing systems for sensitive and complex computer records, correspondence, and related documents
  • Maintain security and confidentiality of highly sensitive communications and information in all forms (written, verbal and electronic), all related information and documents including files and records
  • Responsible for processing payroll documents for section staff and completion of the Roster Management Payroll System for the section
  • Enter, retrieve and update data regarding inmates' criminal background information
  • Coordinate process for ProSe defendants, including scheduling/monitoring work station times
  • Work within legal and department policy guidelines to provide resources to ProSe inmate-defendants' requests for materials
  • Document and track interactions and address related issues
  • Meet face-to-face with inmates to accept and deliver documents and materials
  • Coordinate face-to-face visitations for inmates with attorneys, court ordered professionals, etc., within the jail; check for criminal warrants on scheduled professionals, and coordinate meeting room schedules accordingly
  • Coordinate inmate recreation including scheduling yardout periods and ordering, distributing and maintaining inventory of all recreational supplies
  • Maintain security and confidentiality of highly sensitive communications and information in all forms (written, verbal and electronic) and of all related information and documents including files and records
  • Listen to customers/stakeholders and use their feedback to improve or recommend appropriate changes to processes, services and products
  • Perform other related tasks as assigned within area and scope of responsibility

Experience, Qualifications, Knowledge, Skills

  • Four years full time clerical experience including one year performing high volume customer service and complex administrative functions.
  • Strong customer service skills including effective oral and written communication skills.
  • Ability to use tact and discretion in difficult communications.
  • Exceptional organizational skills including: planning/prioritizing, keenness to detail, ability to multitask, analytical skills, problem-solving, time management skills
  • Intermediate level of skills in Microsoft Office Suite, including Word, Excel, Outlook, and SharePoint.
  • Experience maintaining security and confidentiality, addressing sensitive inquiries and complex issues as they arise in all forms (written, verbal and electronic), while sharing the right information with the appropriate people.
  • Must be able to work effectively/successfully with a managers in a hierarchical (chain-of-command) environment without nervousness to obtain critical information and respond appropriately.
  • Must have a valid Washington State driver's license by time of hire.

Supplemental Information

Ready to APPLY?
The recruitment for this position is open to all qualified candidates. A completed King County Application with completed responses to supplemental questions is required. Applicants requesting Veteran's Preference must provide a copy of their DD-214, a scanned copy (pdf format) will suffice for this purpose. 

If you have any questions or concerns while applying, please contact Caroll Budny, HR Analyst, by e-mail at Caroll.Budny@kingcounty.gov or by phone at 206-477-6464

Work Schedule: The current opening is for a 40-hour workweek. Candidates are required to be available to work days Monday through Friday, 7:00 a.m. to 3:30 p.m. applicable. 

Work Location: Employees will work with a secure jail setting and may be assigned to either the Seattle Division, King County Correctional Facility in downtown Seattle OR the Kent Division, Maleng Regional Justice Center in Kent. Schedule assignments are subject to the staffing needs of the department and bargaining unit bidding process as

Union membership: This position is represented by Washington State Council of County and City Employees, Local 21-AD DAJD bargaining unit.

Special Requirements: Candidates for this position may required to complete a clerical skills assessments. The person selected for this position will be required to complete a thorough background investigation process, including fingerprinting, criminal history check, a polygraph examination and reference checks. 

Eligibility List: This recruitment may be used to establish a list to fill the current vacancies and may be used to fill future full Career Service available. List will remain in effect for up to 12 months, but may expire sooner if the list of qualified candidates is exhausted.

PREA Notification: 

  • 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.

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
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.
02
Please describe your experience in a complex work environment providing administrative, technical/clerical and customer service support functions in support of a person or team, including specific examples of work that you performed in previous positions. Please include an example if applicable of a progression in your role and responsibilities in a previous position.
03
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.
04
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
05
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
06
In the last 3 years, have you been convicted of a domestic violence or a domestic violence-related crime?
  • Yes
  • No
07
Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?
  • Yes
  • No
08
Have you ever been involved in any incidences of sexual harassment involving an inmate or detainee?
  • Yes
  • No
09
Have you ever been convicted of engaging or attempting to engage in a 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?
  • Yes
  • No
10
Have you ever been engaged in, or been convicted of, sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution?
  • Yes
  • No
11
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

Required Question