Administrative Specialist III (Temporary or Special Duty Assignment)King County Department of Human Resources
The Department of Adult and Juvenile Detention (DAJD) is looking for an experienced Administrative Specialist III (AS III) to provide clerical support, receptionist duties, data entry and retrieval, data compilation, and record maintenance. The incumbent will be part of the King County Pretrial Services pilot program in south King County. The Pretrial Services pilot program will serve up to 40 adult participants on any given day referred by King County Superior Court.
*This position requires regular contact with defendants and conducts scheduling and coordination with program participants (defendants).*
This position is a Temporary (Temporary Term Limited) or Special Duty assignment is currently approved for up to three years. King County employees will need permission from their supervisor/manager if offered the assignment.
About the Department:
DAJD operates five programs that provide alternatives to 24/7 secure detention for appropriate and eligible adults: Work Education Release (WER), Electronic Home Detention (EHD), Community Center for Alternative Programs (CCAP), Community Work Program (CWP) and Pretrial Services (PTS). Caseworkers are assigned to any one of these programs.
WER and EHD are based in the King County Courthouse in Seattle. WER participants reside in the courthouse, with day passes to attend work or treatment programs. EHD works with participants that are in the community while completing their sentence. CCAP is located in the King County Yesler Building in Seattle and works with participants who are enrolled in a continuum of structured programs. CWP is based in the Hiawatha Bldg. in Seattle; CWP participants perform supervised manual labor for various public service agencies to complete their sentences. PTS will be located in south King County, specifically in the Kent area, and participants will be enrolled in behavioral health and educational programs based on screening and assessment.
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 approximately 2000 adult inmates. 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.
Who May Apply: This Term Limited Temporary (TLT) or Special Duty Assignment (SDA) position is open to all qualified applicants. Temporary hours or duration of employment cannot be guaranteed. 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.
Work Location: This position is expected to be located in the Kent Business Campus located at 841 Central Ave N, Kent, WA 98032.
Work Schedule: This position will work full-time, or 40 hours per week. The standard work schedule for this position is Monday through Friday, 8:00 a.m. to 5:00 p.m. Candidates must be available to work adjusted schedules on occasion.
Union Status: This position is represented by PSEU, Non-Commissioned bargaining unit.
Contact: Questions regarding this announcement or position may be directed to: Caroll Budny, DAJD Human Resources Analyst; Phone Number: 206-477-6464; or via e-mail to: Caroll.Budny@kingcounty.gov.
- Job Duties
Essential Duties: Technical/Organizational Skills/Computer Proficiency
- Perform general office duties and work independently including answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail, and ordering office supplies.
- Ensure sensitive and confidential information is kept private and secure; adhere to department policies and procedures.
- Compose, draft, summarize, prepare, proofread and/or edit documents, reports, forms and/or related memoranda and correspondence, including distribution and filing. Incumbent will use Microsoft Office Suite applications (MS Outlook, Word, Excel and Access) and corrections/criminal justice database systems and computer programs.
- Utilize various computer programs/database to maintain, update, enter and retrieve data related to Pretrial Services and other corrections programs in King County as necessary.
- 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 privacy policies/law.
- Maintain calendars for incoming program participants, and maintain and update schedule of activities, statistical charts and graphs as needed for various functions/purposes.
- Complete data entries within the PTS vendor site via the Internet; research, track and summarize specialized or technical information from varied sources to
- Create and distribute weekly census report to the on-site caseworker and off-site program manager and inform them of any issues.
- Utilize strong customer service skills requiring 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 with supervisor approval.
- Establish, maintain, and gain the trust and respect 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 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 that the critical work can be completed in a timely manner.
- Handle stressful situations with professionalism.
- Work effectively/successfully with a diverse group of people.
- Perform other duties as assigned.
- Experience, Qualifications, Knowledge, Skills
Successful candidates shall demonstrate necessary skills by possessing a minimum of the following:
- Four years full time clerical experience including one year performing high volume customer service and complex administrative functions.
- A minimum of one (1) year of records maintenance experience.
- Demonstrated ability maintaining a professional demeanor and providing timely and reliable customer service.
- Experience maintaining confidentiality, while sharing the right information with the appropriate people on a need to know basis.
- Demonstrated ability to manage changing priorities and information.
- Skilled oral and written communicator to a diverse audience.
- Intermediate level of skills in Microsoft Office Suite, including Word, Excel and Access.
- Use of general office equipment including scanner, photocopier and fax.
- Experience in problem solving, critical thinking, analysis and assessing information.
- Ability to work independently; self-starter.
- Demonstrate the ability to learn quickly when facing new problems.
- Ability to analyze both successes and challenges/failures for continuous improvement.
- Act independently and make decisions comfortably within scope and area of responsibility.
- Advanced skills in Microsoft Word, Outlook, Excel and Access with demonstrated experience working with complex computer programs and database systems.
- Direct experience working in a social services or community corrections environment.
- Proficiency in a second language is desirable; Spanish preferred.
- Supplemental Information
Necessary Special Requirements:
It is a hiring requirement that all staff employed by DAJD successfully pass a thorough background investigation process, which may include any of the following: fingerprinting, criminal history check, a polygraph examination, reference checks, pre-employment physical and other tests as deemed necessary.
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.
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
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.
01Please provide detail information on your experience working with the Microsoft Office Suite to include Word, Outlook, Excel and Access. Include how you used the applications in your job duties. If not experienced, type "N/A".02How many years of full-time office work experience do you have working with complex processes and records maintenance experience?
03Detail your experience in maintaining confidentiality, while sharing the right information with the appropriate people on a need to know basis.04Detail your experience in managing changing priorities and information.05Are you bilingual? If so, what language(s) are you proficient in reading, writing and speaking?06PLEASE 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?
- None to less than 12 months
- One (1) year to two (2) years
- Two (2) years to five (5) years
- More than five (5) years
07In 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
08In 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
09In the last 3 years, have you been convicted of a domestic violence or a domestic violence-related crime?
10Have you ever been disciplined in the workplace for sexual, racial, or other harassment or discrimination?
11Have you ever been involved in any incidences of sexual harassment involving an inmate or detainee?
12Have 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?
13Have you ever been engaged in, or been convicted of, sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution?
14The 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.