Administrative Assistant 3 (AA3) - REENTRY Tacoma

The Administrative Assistant 3 (AA3) provides complex confidential secretarial services, assistance to the Reentry Center Manager (RCM), and oversees clerical support operations.

• Provide direct secretarial support to the Reentry Center Manager (RCM) and establishes office procedures, standards, priorities, and deadlines
• Build and track documents for audits; to include PREA, Department of Health, Safety Audits
• Maintain electronic files and systems for audits
• Collect and maintain PREA audit documents and ensure audit information is uploaded into the PREA Online Audit System
• Assist with inventory control for forms, supplies, duty gear, furniture, cell phones, badges, building keys and equipment
• Monitor special projects, request system reports, and audit caseloads
• Prepare reports as needed
• Ensure policy (s) are distributed and tracked for staff review; assists the RCM in the development of operational memorandums, tracking, and completing
• Initiate action to ensure work unit goals are met
• Supervise and lead clerical support staff
• Identify and support staff training needs and provide cross training, formal and informal training
• Develop and maintain job aids in order to assist staff in the completion of duties
• Assign, monitor, and review staff work products
• Maintain supervisory files and meet with staff monthly
• Develop and modify work methods
• Monitor and evaluate office budget status and initiate corrections
• Assist with anticipating/determining needs, utilize both electronic (TRACKS, internet) and manual ordering systems to order, receive, and distribute office supplies, duty supplies/equipment, cell phones, business cards, janitorial supplies, UA supplies, bus tickets, and forms, following established procedures while staying within budget guidelines
• Verify receipt of items ordered, electronically process packing lists for payment
• Prepare A-19s, email scans and other documents for payment of monthly office power, utility, shredding, recycling accounts and payments for miscellaneous repairs and services by the business office, and sign as authority for their payment
• Proofread materials and make corrections for sentence structure, spelling, grammar, and punctuation
• Cross-check and tabulate standard information; extract and compile statistical data from source documents
• Perform tasks requiring the use of basic arithmetic such as addition, subtraction, multiplication, and division
• Monitor the office budget to include main visa, OBF visa and vehicle expenditures to budget log
• Provide coordination support for facility staff training requirements and tracks training for compliance
• Coordinates with TDU for annual training schedules and academies for completion of staff training
• Coordinates new hire CO2’s to schedule them for NEO/CWC Corrections Workers Core

• High school diploma or equivalent required
• Computer knowledge required (i.e., Microsoft Office, Excel, databases etc.)
• Ability to file, use appropriate grammar, punctuation, and spelling
• Strong written and verbal communication skills
• Three (3) years of increasingly responsible office experience requiring keyboarding or typing and including experience leading the work of others
• Ability to exercise independent judgment to accomplish or solve problems and to develop new work methods, procedures, or strategies to solve new or unusual problems

• Health insurance
• 401k matching
• Paid time off
• Retirement plan

The Washington State Department of Corrections is an equal opportunity employer