Executive Assistant

Executive Assistant

(for the Human Resources Director)

Full Time | Permanent

Salary Range: $75,888 Annually

This is a near full time telework position. This position may require travel throughout the state of Washington. Work may be performed from home or another offsite location within the state of Washington.

The Washington State Department of Corrections is searching for an organized and efficient individual to join the Human Resource team as the Human Resource Director Executive Assistant. In this role, you will serve as the principal assistant to the Human Resource (HR) Director.

The Department of Corrections Human Resource Department consists of over 180 professional and paraprofessional, and support personnel located in offices and institutions across the state. This large team provides services to approximately 8,500 employees.

As the Executive Assistant, you will primarily be responsible for ensuring such functions as budget, policy, data and analysis/preparation/reporting, coordination of agency awards, coordination with senior leadership, HR management and HR team members, coordination and collaboration with other sections within Department and the state are carried out effectively and successfully. Additionally, you will be tasked with making decisions and acting for the HR Director on administrative matters and serving on the HR Leadership Team.

Executive Assistants within the Department of Corrections hold the backbone of support for our Executive Leadership. We are seeking a qualified Executive Assistant to support the Human Resource Director and the agency's mission by fulfilling performance goals and prudently managing agency resources, providing the operation and support of effective HR management and administration throughout the agency.

A completed application packet will include:

• A detailed resume
• A cover letter regarding your interest for this position with our agency
• Three professional references

We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.

As an Executive Assistant, some of your duties will include:

• Serve as the primary executive assistant to the Human Resource (HR) Director to include:
  1. Accomplishing varied and complex projects and assignments, making decisions and acting on the behalf of the HR Director in administrative matters
  2. Preparing correspondence for the HR Director and exercising signature authority on designated administrative matters
  3. Representing the HR Director at meetings, conferences and conventions, speaking for him/her on agency matters, and attending civic functions on their behalf
  4. Addressing public groups on departmental functions and policies and answering questions regarding operations of the HR section
• Coordinating the policy review process of all policy directives relating to HR which could include:
  1. Tracking and/or monitoring the processes for timeliness
  2. Coordinating with the policy office, assigning policy reviews to appropriate HR staff, providing input and/or taking lead in the review/revision process
  3. Initiating stakeholder reviews
• Processing Years of Service and Retirement awards for all DOC employees
• Providing primary oversight, tracking, monitoring and assistance in the management of HR's biennium budget
• Other duties as assigned or required

What we need (required qualifications):

OR

AND

AND

• The following knowledge and skills:
  1. Organizational and time management skills
  2. Budget coordination including monitoring and tracking of expenditures
  3. Excellent communication both written and verbal, with a variety of stakeholders
  4. Intermediate proficiency in Microsoft Office Word, Excel, Outlook and PowerPoint
• The following abilities:
  1. Ability to maintain confidentiality
  2. Willingness to travel statewide and remain beyond scheduled work hours to complete assigned duties as needed

What will make your application stand out (preferred qualifications):

Vision: Working together for safer communities.

Mission: Improving public safety by positively changing lives.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

COVID 19 Vaccination Requirement

Employees of the WA State Department of Corrections (DOC) are required to be fully vaccinated against COVID-19 as a condition of employment. Any offer of employment is contingent upon verification of your vaccine status. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. You may request an accommodation if you are unable to meet this requirement due to a medical or religious necessity.

IMPORTANT NOTES:

• A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
• Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.

Telework Details
This position may be allocated for telework. Work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a "drop in" area available, however, a dedicated workspace within a DOC facility will not be provided.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.