Administrative Specialist III (SDA/TLT)

job description is an overview and is intended to describe the general nature and level of work being performed. It is not to be an exhaustive list of all the functions and tasks required of this position.

Serve as sole administrative support to the Division Major's position. Perform general office functions such as answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail.

Coordinate, process and track all section documents related to operational issues, employee discipline, work projects, correspondence, contracts and budgets, special duty assignments, legal documents, records and related files, including electronic and printed documents.

Conduct research as required to prepare correspondence and reports, gather information, and compile statistical data. Organize and maintain accurate and accessible records and filing systems including electronic records and printed documents; respond to Public Disclosure Requests (PDR's).

Utilize various computer programs to maintain, update, and retrieve data related to jail operations including; Jail Management System (JMS), MS Word, SharePoint, Microsoft Teams, Securus, Outlook, and Excel.

Compose, and/or proofread documents, reports, forms, memorandums and correspondence; distributing, tracking and filing final documents. Ability to work cooperatively and professionally with a variety of individuals.

Serve as the point of contact for the CHRC (Criminal History Records Check) process for DAJD Maintenance and Supplies vendors, FMD (Facility Management Division) vendors, JHS (Jail Health Services) vendors and medical students.

Log and track inquiries and requests from various sources including staff, employees, Prosecuting Attorney's Office, Courts, Office of the Ombuds, Office of Civil Rights and others.

Develop and maintain tracking mechanisms and file systems to monitor response. Schedule meetings and appointments with staff, public, law enforcement and other agencies.

Maintain scheduling system for meetings. Schedule tours of the King County Correctional Facility (Seattle) with the public, law enforcement, and other agencies.

Assist with the scheduling, planning, and execution of promotion ceremonies for uniformed employees (Corrections Officers, Sergeants, Captains, Division Major, and Division Commander); as well as the planning and coordination of the Department of Adult and Juvenile Detention yearly employee recognition ceremony.

Maintain confidentiality of highly sensitive communications, and all related information and documents, files and records. Attend and record public and/or departmental hearings and/or meetings.

Process mail and respond as appropriate, and identify priority/time sensitive matters. Represent the organization at various functions, including committees, meetings, proceedings, which may vary according to need.

Provide information and direction to supervisors and staff in the absence of the Major. Perform other duties as assigned including, but not limited to, backfill for the division Executive Assistant I.

Experience, Qualifications, Knowledge, Skills Two (2) years of full-time office work experience which includes maintaining and tracking data, analysis, designing and maintaining data sources.

Two (2) years of full-time work experience in reception (answering phones, greeting customers). Strong organizational skills and ability to multi-task while working independently in a busy environment.

Excellent written communication skills that include knowledge of proper English grammar usage, punctuation and spelling, as well as effective verbal communication.

Possess a strong working knowledge of Word, Excel, SharePoint and Outlook scheduling software. Demonstrated punctuality and dependability in daily attendance.

Willingness to work collaboratively and as part of a team. Ability to maintain confidentiality and handle sensitive situations with diplomacy and tact.

Desirable

Qualifications: Three (3) years of full-time work experience serving as an administrative/executive assistant or in a similar position.

Additional

Requirements: Candidates for this position maybe required to complete skills testing. Supplemental Information HOW TO APPLY: Completion of the full King County application and supplemental questionnaire is required.

Resumes or letter of interest alone WILL NOT substitute for a full application. A copy of your current resume and a letter of interest detailing your qualifications is required.

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact the recruiter listed on this job announcement.

UNION MEMBERSHIP: This is not a represented position. WORK SCHEDULE: This is a regular career service, forty (40) hour per week, overtime eligible position.

The schedule for this position is Monday through Friday, 8:00 a.m. - 4: 30 p.m. but hours may vary depending on activities. Some weekend and evening hours may be required.

WORK LOCATION: King County Correctional Facility, 500 Fifth Avenue, Seattle, WA, 98104. DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to: Jaclyn Smith, DAJD Sr.

Human Resources Analyst at 206-263-3379 or via email jacsmith@kingcounty.gov WORK ENVIRONMENT: Candidates must be willing and able to work in a secured facility.

SPECIAL

REQUIREMENTS: The person selected for this position will be required to complete a thorough background investigation process, including fingerprinting, criminal history check, and reference checks.

A valid Washington State Driver's license or alternate ability to travel around the County is required by time of hire. Forbes named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence.

Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play. Guided by our values we are making King County a welcoming community where every person can thrive.

We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards.

We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class.

Our EEO policy applies to all employment actions ,including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.