Senior Administrative Assistant
Full Time
Washington State
$68,304 a year
Posted 1 day ago
Job description
Description
Senior Employee Relations Administrative Assistant
Full Time | Permanent
Salary: $
68,304
Annually
This is a telework/hybrid position. Work may be performed anywhere within the state of Washington with a reliable internet connection. Travel may be required.
Strong organizations are supported by even stronger employees. At the Washington State Department of Corrections, our biggest asset is our employees who support the mission of improving public safety by positively changing lives each day. We are excited to welcome a detail oriented and public service driven individual to the Employee Relations Unit (ERU) as the Administrative Assistant!
This position is a Non-Represented, Exempt position. The goal of this position is to support the Senior Employee Relations Manager and Employee Relations Managers, who manage the labor relations program and administering the collective bargaining agreements within the Department of Corrections. As the Administrative Assistant, you will work side by side as a professional employee relations team member, providing technical and administrative support in the daily unit operations, demands to bargain, arbitrations, grievance processing, and other human resources and labor relations processes.
The Department of Corrections is looking to fill this role with someone who has a desire to provide high-level support and collaboration with internal and external stakeholders, while ensuring the team’s daily tasks and schedules are kept up to date and complete. If this sounds like a role you could fill, we encourage you to apply!
A completed application packet will include:
- A detailed resume
- A cover letter regarding your interest for this position with our agency
- Three professional references
Duties
We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.
As the Senior Employee Relations Administrative Assistant, some of your duties will include:
- Providing paraprofessional and high-level administrative support to the Senior Employee Relations Manager (SERM) and Employee Relations Managers (ERM) in the administration of the agency's Labor Relations program which could include:
- Program administration for internal discrimination, EEOC, and HRC complaints.
- Scheduling and tracking grievances, arbitrations, unfair labor practices and demands to bargains.
- Manage internal tracking systems to include updating, creating reports, verifying data integrity.
- Establishing and implementing internal office procedures and recommending changes in procedures or rules to facilitate the effectiveness and efficient business operations
- Coordinating, documenting, and notifying the SERM and ERMs of time sensitive issues as they arise
- Preparing professional, concise, and accurate communications for internal and external purposes utilizing the Department's Electronic Mail (E-Mail) system
- Managing the LR Administrative and Teamsters 117 distribution mailboxes
- Providing administrative program support for labor relations matters pertaining to bargaining, arbitration, Unfair Labor Practice (ULP) complaints, union requests/notifications, and litigations
- Other duties as assigned
Qualifications
What we need (required qualifications):
- High School diploma or equivalent
AND
- Four (4) years of progressively responsible experience in clerical and/or administrative support
- Knowledge of current office methods and procedures
- Ability to exercise professional judgement and work with sensitive materials while maintaining confidentiality
- Flexibility to handle competing priorities and complete tasks on time
- Willingness to work as a team player
- Decision making and problem-solving skills
- The ability to anticipate demands and take initiative
- Intermediate level of expertise using MS Excel to include using advanced formulas; organizing tables and worksheets; creating and modifying charts; analyzing data using Pivot tables and Pivot Charts; inserting and modifying graphic objects in a worksheet
- Intermediate level of expertise using MS Word to include inserting graphic objects and visual effects to a document; adding tables to a document or convert tables to text; adding watermarks, borders, headers and footers; using the word look up (thesaurus, dictionary); customize tables and charts; modifying pictures in document; create customized graphic elements; use templates
- Intermediate level expertise for Access or like database systems to include creating (ADD)
- Demonstrated competency in the following areas (competency may be gained through education, experience, or a combination thereof):
- Analysis and Problem Solving: Facilitates the problem-solving process; anticipates problems; acts as a mediator, facilitating effective outcomes for all parties; influences new ways of thinking; understands work group concerns and problems; develops statistical or other data. Problems encountered are complex with potential broad impact while responding appropriately to specific situations.
- Communication and Interpersonal Interaction: Uses independent judgment during challenges. Presents complex ideas and information in a way that is understandable and appropriate for the audience; uses appropriate channels of communication; fosters effective working relationships among divergent groups by proposing solutions to resolve conflict; builds consensus.
- Customer Focus and Business Orientation: Understands customers' organization and mission and provides proactive guidance; exercises knowledge and understanding of processes and proposes efficiency changes; provides services related to diversity issues.
- Possess expertise and proficiency to produce high quality work using, but not limited to, Word, Excel, Access, PowerPoint, and Acrobat Professional.
- Ability to exercise professional judgement and work with sensitive materials while maintaining confidentiality.
What will make your application stand out (preferred qualifications):
- Two (2) year administrative support experience in labor relations/human resources and grievance processing
- A college degree or certificate with a focus on business, human resources, social or organizational behavioral sciences or related field from an accredited institution whose accreditation is recognized by the US Dept. of Education or the Council for Higher Education Accreditation (CHEA), or a foreign equivalent
- Professional experience or working affiliation with a governmental organization and procedures. Professional experience in using SAP's Human Resource Management System (HRMS)
- Demonstrated proficiency and professional experience reviewing/managing budget documents and information
Supplemental Information
Vision: Working together for safer communities.
Mission: Improving public safety by positively changing lives.
Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.
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, gender expression, 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.
IMPORTANT NOTES:
- Please include a minimum of three (3) 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.
**Please note: Phone number AND email address are required for all professional references. - A background check including criminal record history will be conducted prior to a new hire. 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 near 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 will also be required. Employment is not contingent upon test results.
Telework Details
This position is 100% telework. Work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.
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 25 paid vacations days a year
- 8 hours of paid sick leave per month
- 12 paid holidays a year
- Generous retirement plan
- Flex Spending Accounts
- Dependent Care Assistance
- Deferred Compensation and so much more!
For questions about this recruitment, or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
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