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Washington State Department of Corrections

Secretary Supervisor

Permanent

Lynnwood Field Office and Monroe Field Office
The Department of Corrections is seeking a highly motivated and qualified individual for a permanent, full time, Secretary Supervisor position. This position will be supervising the clerical staff for the Lynnwood and Monroe Field Offices. The physical location of this position is at the Lynnwood Field Office, Lynnwood, WA.

The Department’s mission is to improve public safety. This position was established to provide administrative support to the Lynwood Field Office, consisting of Community Corrections Officer’s. and Community Corrections Supervisor.

Staff working in this unit works around offenders and other staff members that may be armed.

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.

Application Process:

In order to be considered for this position, please apply directly at www.careers.wa.gov to this announcement and attach the following item to your application.

  • A cover letter outlining your qualification
Incomplete application packages may disqualify an application from the selection process.

Please ensure your application is complete including current/previous employer with address, telephone number and supervisor’s name and that all other blocks of information are complete to include salary and the reason for leaving prior employment. Applications that are incomplete, may not receive further consideration.

For additional information about the agency, please visit doc.wa.gov.

Duties:

The Secretary Supervisor supervise one support staff and provide a secretarial support to the Community Corrections Supervisor and Community Corrections Officers.


Supervise and Oversee office functions of the Lynnwood and Monroe Field Offices

  • Using independent judgment, establish priorities for completion of work assigned to support staff and coordinate with support staff to ensure deadlines and new guidelines are met.
  • Evaluate office procedures, equipment, and staffing needs. Plan, recommend, and initiate office changes.
  • Develop new work methods and modify and/or upgrade existing methods to coordinate with changing policies and directives.
  • Establish new/updated office procedures to solve problem areas and/or increase efficient operations.
  • Work out of the Monroe Field Office to assist in office coverage when necessary.
  • Act as a subject matter expert (SME) in DOC-specific computer related tasks.
  • Delegate assigned work as needed.
  • Interview, make hiring recommendations, plan, organize, and monitor work of support staff. Conduct and write performance evaluations. Initiate corrective action when approved/required, in accordance with agency policy.
  • Train and mentor staff to support operational needs.


Assignments Officer for Lynnwood and Monroe Field Offices

  • Adhering to DOC and interstate policies and procedures, assign investigations and intakes.
  • Ensure assignments are managed equitably.
  • Ensure appropriate file materials are prepared and distributed.
  • Monitor prison releases and assign as appropriate.


Building Maintenance for the Lynnwood Field Office

  • Coordinate office operation, oversee purchasing of supplies and equipment and ensure inventory is maintained.
  • Liaison with landlord regarding building repairs and maintenance and janitorial duties.
  • Coordinate with vendors and landlord manager to schedule projects beyond the scope of routine.
  • Coordinate with headquarters I.T. department regarding installation, troubleshooting and repairs of hardware, software and telephone equipment.


Other Duties

  • Provide clerical and administrative support for the Community Corrections Supervisor.
  • Attend unit meetings, take and prepare minutes for distribution to Field Administrator
  • Participate in the formation and maintenance of successful relationships with community resources.
  • Attend mandatory training and other training relevant to job requirements.

Qualifications:

Required:

To qualify at the Secretary Supervisor level you must have:

  • High school graduation or equivalent
  • Three (3) years of increasingly responsible office experience requiring keyboarding or typing and including experience leading the work of others
  • Demonstrated ability to write clearly, factual and concisely.
  • Demonstrated ability to manage multiple priorities and meet timelines.


How To Apply

To begin the online application process:

  • Click the green ‘Apply’ button on the job posting and sign in or create an account.
  • Complete your application.
  • Click “Accept & Submit” to submit your application.


Please ensure your application is complete
including current/previous employer with address, telephone number and supervisor’s name and that all other blocks of information are complete to include salary and the reason for leaving prior employment. Applications that are incomplete, may not receive further consideration.

The information provided in your application must support your selected answers in the application questionnaire. All answers are verified and documentation may be required. Responses not supported in your application will disqualify you for consideration of employment from this requisition. A thorough reference check will be conducted for final applicants.

Supplemental Information: ‘The mission of DOC is to improve public safety.’

For additional information about the agency, please visit doc.wa.gov.

IMPORTANT NOTES:

  • 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.
  • This position may be represented by a Union Shop.

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 ran.phin@doc.wa.gov or call us at (206) 516-7651. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

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