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Washington State Secretary Senior in Tumwater, Washington

Description Secretary Senior Health Services Headquarters – Tumwater, WA *This position is included in the bargaining unit represented by the Teamsters, Local Union # 117 The Department of Corrections is seeking a highly motivated and qualified individual to take on the dynamic role of a Secretary Senior within the Sex Offender Treatment and Assessment Program (SOTAP). This is a full-time, permanent position located at Department of Corrections Headquarters in Tumwater, Washington. The Department of Corrections, as a partner in the criminal justice system, enhances public safety, administers criminal sanctions and programs in accordance with the law, and provides leadership for the future of corrections in Washington State. The Department consists of the Office of the Secretary, Prisons Division, Community Corrections Division, Administrative Services Division, and Health Services. The Department employs over 7,600 staff and has a biennial budget of approximately $1.6 billion. Our mission at the Department of Corrections (DOC) is to 'improve public safety by positively changing lives'. With a vast number of innovative sustainability programs, and evidence-based practices used to reduce recidivism, Washington State is highly regarded as a strong leader in the field of Corrections. For additional information about the agency, please visit doc.wa.gov. The Department of Corrections, in collaboration with its criminal justice partners, will contribute to staff and community safety and hold offenders accountable by conducting appropriate screenings, assessments and evaluations to assess the risks and needs of the population and by providing services to address the risks and needs across the continuum in the least restrictive setting needed to ensure protection of staff, offenders and public. Incarcerated individuals will be held accountable through the classification system and the administration of sanctions and reinforcers to effect change. This position acts as the principal secretary senior to the SOTAP Community Clinical Program Manager (CCPM) who oversees the statewide community programs, performing a variety of secretarial duties, support services, complex projects, and assignments. This includes independently planning, prioritizing, and monitoring the community SOTAP's support unit and associated work. Additionally, the Secretary Senior responds to Public Disclosure requests, writes, and responds to correspondence, is the Community SOTAP's point of contact for the public as well as internal and external stakeholders. The Secretary Senior is responsible for understanding a multitude of agency policies, procedures, RCW, WAC, and office management standards. To begin the online Application Process: Click the green 'Apply' button located at the top right corner of this the job posting. Sign in or create an account. *Be sure to attach the following to your completed application: * A cover letter outlining your qualifications. * A detailed chronological resume'. * And at least three professional references *with a phone number and an email address for each. Click "Accept & Submit" to submit your application. *Incomplete application packages may disqualify you from the process. Duties Key responsibilities of a Secretary Senior include, but are not limited to: Support to the Community Clinical Program Manager (CCPM) * Relieve the CCPM of day-to-day routine administrative and secretarial matters. * Keeps CCPM apprised of important deadlines, monitor budget and program expenditures for compliance to include detecting errors and submitting corrections. * Assist with data entry into OMNI and SharePoint programs. * Retains confidential records and ensures consistent daily program operations. * Conducting audits related to compliance with Treatment Plans, Monthly Progress Notes, Treatment Summaries and Risk Assessments. * Assists the CCPM with employee recruitment to include liaising with statewide HR, scheduling interviews, arranging qualified interview panels, and maintaining confidential records. * Monitors compliance with SOTAP practice and policy in regard to treatment entrance and discharge. * Regular contact with the public, internal/external stakeholders, incarcerated individuals, and staff members. * Creates and maintains compliance reports related to all aspects of the Community SOTAP delivery model. * Acts as the first point of contact for the public for the Community SOTAP. Information Tracking and Reporting * Maintains SharePoint database, spreadsheets, letters, reports, etc. * Tracks and Provides release information to Community Corrections Officers and Community SOTAP providers. * Schedule and Track in SharePoint Continuity of Care Meetings with Facility SOTS and Community SOTAP for clients entering the community. * Screens and distributes program mail. Responds to and initiates correspondence * Develops and maintains databases essential for the efficient functioning of the SOTAP as well as for official reporting to key internal and external stakeholders. * Maintains internal SOTAP filing system consistent with RCW and SOTAP policy. * As the sole Community SOTAP administrative staff, independently develops, defines, and coordinates essential tasks and deadlines ensuring the unit’s goals are achieved. * Participates in LEAN process improvements as the Community SOTAP administrative representative. Provides direct support for SOTAP therapists * Prepares documents for Public Disclosure. * Type, copy, scan as directed. * New file set up and notifications. * Information tracking for reports. * Assists with travel itineraries, purchase requests, IT requests and travel advances for all Community SOTAP personnel. * Frequent contacts with Prison and HQ SOTAP as well as across all DOC divisions on behalf of the Community SOTAP. * Schedules and coordinates SOTAP quarterly meetings to include developing the agenda, taking minutes, and assisting all visitors and guests. * Provides computer support and troubleshooting prior to referring staff to IT. * Maintain office supply inventory. * Order supplies as needed. * Submit work orders as needed. * Runs JABS reports for community providers. * Utilizes comprehensive knowledge of a wide variety of program policy, RCW, practice and procedures to completes a variety of special and complex projects on behalf of the CCPM and/or SOTAP Director. Other duties as assigned. Qualifications Required Qualifications of the Secretary Senior: * High School graduation or equivalent AND * Two (2) years of increasingly responsible office experience requiring keyboarding, excel and Word. * Possess a current valid driver's license to operate a state vehicle. Desired Qualifications: * Demonstrates skills in communication clearly, accurately, and concisely. * Ability to effectively exercise sound judgement and decision making. * Demonstrates the ability to organize and prioritize. * Uses positive and professional interpersonal and communication skills. * Works independently as well as part of a team. * Coordinates with others inside or outside the organization to share information, makes decisions, arranges for services or other assistance, and/or implements solutions to problems or complaints. * Relay's messages and instructions form supervisors(s) to others in a timely and professional manner. Supplemental Information Mission: The mission of DOC is to improve public safety by positively changing lives. Our Vision: Working together for safer communities. Our Commitment: To operate a safe and human corrections system and partner with others to transform lives for a better Washington. Our Core Values: * * *Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions. * Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other. * People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all. * Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort. * Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities. ANTI-RACISM COMMITMENT: The Washington State Department of Corrections recognizes both the historic and systemic disparities that exist within the incarceration system. Our agency is committed to ensuring a work environment which is free of prejudice, discrimination, or antagonism against a person or people on the basis of their membership to a particular racial or ethnic group. We emphasize our condemnation of visible and invisible discrimination and racism in all of its forms, whether conscious or unconscious. Our agency believes that critical reflection, concrete actions, and sweeping accountability are the building blocks for institutional change and civil progress. We pledge to correct our own institutional practices which perpetuate a culture of privilege, bias, and discrimination for our employees, our incarcerated population, and our community. 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. *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 22 paid vacation days a year 12 days of paid sick leave a year 11 paid holidays a year Generous retirement plan Flex Spending Accounts Dependent Care Assistance Deferred Compensation and so much more! 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 contact Toni Mayr at _DOCHQHRRECRUITMENTS@DOC1.WA.GOV_ or call us at (360) 890-2209. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388. *Salary: $3,028.00 - $3,901.00 Monthly Location: Thurston County – Tumwater, WA Job Type: Full Time - Permanent Department: Dept. of Corrections Job Number: 2021-05897 Closing: 6/20/2021 11:59 PM Pacific Agency: State of Washington Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504 Phone: View Posting for Agency Contact Website: http://www.careers.wa.gov

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