Washington State Department of Corrections
Community Corrections Division
Spokane Gang Field Office – Section 1
NOTE: THIS RECRUITMENT IS OPEN TO WASHINGTON STATE DEPARTMENT OF CORRECTIONS EMPLOYEES ONLY.
The Department of Corrections is seeking a highly motivated and qualified individual for the permanent position of Secretary Supervisor within the Community Corrections Division. This position will be located at the Spokane Gang field office located in Spokane, County, Spokane, WA.
Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all offenders can learn to make choices that contribute to a safer society.
Click the green ‘Apply’ button on the job posting, sign in or create an account. Complete your application and attach the following items to your application:
- A current resume (chronological, indicating your related experience);
- A Letter of Interest (preferably no more than two (2) pages) describing how you meet the qualifications and why you are an ideal candidate for this position; and
- Three (3) professional references.
Phone number AND email address are required for all professional references.
Incomplete application packages may disqualify an application from the selection process.
DOC’s mission is to improve public safety. We lead the nation with innovative and evidence-based practices that are aimed at reducing recidivism and improving public safety. Our employees find this profession both challenging and rewarding as they work together with law enforcement officers, treatment providers, and community members to facilitate change in residents’ lives. Department staff experience a high degree of personal satisfaction knowing they are creating environments in which residents can learn to make choices that contribute to a safer society.
The DOC consists of the Office of the Secretary, the Office of the Deputy Secretary, Prisons Division, Community Corrections Division, Administrative Operations Division, Health Services Division, Reentry Division, and the Indeterminate Sentence Review Board. The DOC employs over 8,200 staff and has a biennial budget of approximately $1.8 billion.Duties: This position supervises one Office Assistant 3 that supports the Community Corrections Supervisor and Community Correction Officers within the Spokane Gang Unit while providing technical and professional support as needed to the Community Corrections Supervisor and Community Corrections Officers, and oversees clerical support operations in support of the Department of Corrections Mission
Primary responsibilities are:
- Transcribe Supervisor’s correspondence, confidential letters, personnel evaluations, position descriptions, letters, and memos.
- Complete routine requests for information from the Filed Administrator and Supervisor.
- Supervise support staff. Plan, assign and review the work of support staff, adjusting assignments and schedules to maitain adequate staffing levels and respond to fluctuating workloads. Resolve support staff issues.
- Run Upcoming/Overdue lists and Offender Address lists the first of every month for CCO’s and CCS.
- Set up file for Critical Incident Reviews, Including printing out complete case records. Transcribe CIR reports for CCS.
- Schedule meetings, reserve confernece rooms, send out notices to staff, invite and confirm guests, type agenda, complete and maintain ,meeting minutes.
- Maintain staff attendence leave slips and work schedules.
- Update Strategic Office Plan and organization charts quarterly.
- Assist CCS with the interview process by scheduling interviews and assisting with pre-interview preparations.
- Prepare and submit all Staff Action Forms.
- Maintain office equipment inventory.
- Coordinate office moves, equipment updates, servicing and repairs.
- Order office supplies.
- Complete, review and update Position Description (PD).
- Interview staff and recommend for hire. Provide ongoing formal and informal training and verify agency standards for training are met.
- Conduct monthy meetings with support staff to review work assignments and performance.
- Complete annual performance evalutaions and upcoming Performance and Development Plan, and Expectations for support staff. Approve timesheets and leave time slips for support staff.
- Problem-solve and coordinate with other Secretary Supervisors to create efficiencies and equality for area workload.
- Backup for support staff as needed.
- Complete purchase orders for all vehicle repairs and required maintenance.
- Backup to maintain vehicle log books and files. Insert new logs monthly into all vehicles log books and file previous months log in vehicle files.
- Update Policy Manuals and Emergency Response Manual. Keep Policy Sign-Off Sheets in notebooks and file previous months log in vehicle files.
- Update Policy Manuals and Emergency Response Manual. Keep Policy Sign-Off Sheets in notebook to verify staff have read new policies.
- Coordinate coverage for reception at other DOC offices as requested.
- Type new Duty Officer Calendar monthly and distribute to staff.
- Track equipment and vehicles in preparation for yearly CAMS Inventory Report.
- Provide technical assistance as unit Subject Matter Expert (SME). Assist staff by providing training, trouble-shooting and problem-solving.
- SITC Coordinator. Assist staff in submitting Help-Tickets as needed. Coordinate staff with moves with IT. Assist IT with Asset Inventory as requested by IT.
- Coordinate training schedules.
- Track offender warrant status.
- Request maintenance from the building owner as needed.
- Attend staff training and meeting as required.
Other duties as assignedQualifications: Required Qualifications:
- High School Diploma or GED.
- Three (3) years of increasingly responsible office experience, including experience leading the work of others.
- One (1) year of leading the work of others.
- Valid Driver’s License
- Ability to supervise line staff.
- Demonstrated ability to effectively communicate, independently identify, and formulate opinions on complex public disclosure issues.
- Demonstrated organization and time management skills.
- Ability to maintain confidentiality and meet deadlines in stressful situations.
- Ability to build rapport and trust with co-workers at all organizational levels.
For additional information about the agency, please visit doc.wa.gov.
- Please include a minimum of three professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.
Phone number AND email address are required for all professional references.
- Prior to a new hire, a background check including criminal record history will be conducted. 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 in close proximity to 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 may also be required. Employment is not contingent upon test results.
- If this position is included in a Union Shop, employees will be required to become members within thirty (30) days of employment.
We are committed to hiring individuals who possess core diversity competencies:
- Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.
- Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
- Respectfully acknowledge people’s differences and recognize these differences as important and valuable.
- Promote inclusiveness.
- Be culturally sensitive and appropriate.
- Respect and value diverse backgrounds and traditions.
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 diversity, 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.
For questions about this recruitment, or to request reasonable accommodation in the application process, please email Yasmin Hughes or call us at (509) 324-8341. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.