Hybrid Administrative Specialist III at King County, WA

About the Department

The Department of Adult and Juvenile Detention (DAJD) is seeking (2) two highly qualified individuals for the position of Administrative Specialist III within the Resident Services Office (RSO) at the King County Correctional Facility. This role is responsible for performing a wide range of administrative and clerical duties to support the coordination of resident services. The ideal candidate will demonstrate exceptional customer service skills and will interact directly with residents, Correctional Officers, law enforcement personnel, and members of the public.

The Resident Services section within the Seattle and Kent Detention Facilities Division is primarily responsible for coordinating professional visits and jail access, coordinating pro se services, and other special needs of jail residents such as religious diet accommodations and ordering recreation supplies. We are seeking a candidate who can effectively prioritize work assignments, operate independently, and ensure tasks are completed in a timely and accurate manner. This position requires strong organizational abilities, excellent communication skills, and solid computer proficiency. The selected individual will report to the Corrections Program Administrator within the Resident Services Office (RSO) of the Seattle Division.

About the department: The Department of Adult and Juvenile Detention (DAJD) is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies. DAJD operates the Largest county jail system in the State of Washington.

Department's Mission: We provide in-custody and community-based services that are data informed, advance safety, lead system change, and promote equitable outcomes for the people we serve.

Position Duties

The 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. 

• Provide exceptional customer service in assisting within formation requests from general public, command staff, County departments, and internal and external stakeholders.
• Provide customer-focused support in a wide variety of functions and administrative duties by meeting the expectations and requirements of internal and external customers/stakeholders, which includes Department managers, co-workers, attorneys, court-ordered professionals, residents, and others.
• Meetface-to-facewithresidentstoacceptanddeliverdocumentsandmaterials.
• Work within legal and department policy guidelines to provide resources to Pro Se resident defendants' such as legal materials and computer access.
• Documentandtrackinteractionsandaddressrelatedissuesandgrievances.
• Coordinate face-to-face visitations for residents with attorneys, court ordered professionals, etc., within the jail; check for criminal warrants on scheduled professionals and coordinate meeting room schedules accordingly.
• Coordinate resident recreation including scheduling yard out periods, and ordering, distributing, and maintaining inventory of all recreational supplies.
• Compose memorandums, letters, and reports utilizing a variety of computer programs and database programs; maintain and update schedule of activities, statistical charts, and graphs as needed for various functions/purposes
• Maintain, update, enter, and retrieve data related to investigations utilizing specialized database systems including JMS (Jail Management Systems),corrections and criminal justice databases, MS Word, Outlook, SharePoint, and Excel programs
• Maintain organized, accurate, and accessible records and filing systems for sensitive and complex computer records, correspondence, and related documents.
• Maintainorganized,accurate,andaccessibleinventoryrecordsfordepartmentequipmentandsupplies.
• Maintain security and confidentiality of highly sensitive communications, information, documents, files, and records in all forms (written, verbal and electronic).
• Complex office duties including answering phones, photocopying, scanning, emailing, processing/distributing/routing incoming and outgoing mail, and ordering office supplies.
• Perform clerical office functions. Working independently and prioritizing work assignments to ensure tasks are completed in a timely and efficient manner.
• Communicate effectively with team members and work cooperatively on shared assignments.
• Listen to customers/stakeholders and use their feedback to improve or recommend appropriate changes to processes, services, and products.
• Perform other related tasks as assigned within area and scope of responsibility.

Minimum Qualifications

• Four (4) years full-time clerical experience including two (2) years performing high-volume customer service and complex administrative functions.

• Strong customer service skills including effective oral and written communication skills.
• Ability to use tact and discretion in difficult communications.
• Exceptional organizational skills including planning/prioritizing, keenness to detail, ability to multitask, analytical skills, problem-solving, and time management skills.
• Intermediate proficiency in Microsoft Office Suite including Word, Excel, and Outlook.
• Intermediate proficiency in Microsoft Teams and SharePoint.
• Experience maintaining security and confidentiality, addressing sensitive inquiries and complex issues as they arise in all forms (written, verbal and electronic), while sharing the right information with the appropriate people.
• Must be able to work effectively/successfully with managers in a hierarchical (chain-of command) environment to obtain critical information and respond appropriately.
• Must be able to follow policies and procedure consistently and accurately.
• High School Diploma or GED.

• Advance proficiency in Microsoft Office Suite including Word, Excel, and Outlook.
• Advance proficiency in Microsoft Teams and SharePoint.

• Professional experience within the criminal justice, corrections, or court system.

Other Qualifications

WORK LOCATION/SCHEDULE: Employees will work onsite in a secure jail environment at the King County Correctional Facility, located at 500 5th Avenue, Seattle, WA 98104. This position will work a 40-hour workweek and is overtime-eligible. Standard work hours are Monday through Friday, 8:00 a.m.- 4:30 p.m. Schedule assignments are subject to the staffing needs of the department and bargaining unit bidding process as applicable.

UNION MEMBERSHIP: This position is represented by Washington State Council of County and City Employees, Local 21-AD DAJD bargaining unit.

WHO MAY APPLY: This position is open to all qualified candidates. Internal consideration maybe given to current DAJD and King County employees. Applicants requesting Veteran's Preference must provide a copy of their DD-214, a scanned copy (pdf format) will suffice for this purpose.

HOW TO APPLY: Please submit your current resume and a cover letter detailing your experience and qualifications. Completion of the full King County application and the supplemental questionnaire is required. Resumes or letter of interest alone WILL NOT substitute for a full application. 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.

SELECTION PROCESS: Initial screening will be based upon a review of application materials. The employment history detailed in your application materials must validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. Candidates determined to be most competitive based upon the initial application review will proceed to the next phase of the selection process. The selection process may include a written exercise and/or a computer-based skills testing to demonstrate writing skills and computer proficiency.

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

DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to Jaclyn Smith, DAJD Sr. Human Resources Analyst, at 206-263-3379 or [email protected] 

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