Job Description
The Department of Adult and Juvenile Detention (DAJD) is seeking a highly skilled candidate for an Administrative Specialist Ill position located within the Resident Service Office (RSO) of the Administrative Services Division. This position is responsible for performing a broad range of administrative and clerical functions to support and coordinate resident services while delivering exceptional customer service. The successful candidate will interact regularly with residents, Correctional Officers, law enforcement personnel, and members of the public, requiring strong communication, organizational, and interpersonal skills.
The RSO within the Seattle and Kent Detention Facilities Division is primarily responsible for coordinating professional visits and jail access, ordering recreation supplies, and other special needs of residents like pro se services and religious diet accommodations.
ABOUT THE DEPARTMENT: The Department of Adult & Juvenile Detention is striving to 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. The Department of Adult and Juvenile Detention is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies.
NOTE: This selection process will fill our current vacancy but also create a pool of qualified candidates should additional Administrative Specialist Ill positions open up within the next 12 months.
Duties will include prioritizing work assignments, working independently, and ensuring workload is completed as required. This position requires strong organizational skills, effective communication skills, and computer proficiency. The incumbent will report to the Records and Information Systems Manager of the RSO Section of DAJD (Seattle Division).
- Provide exceptional customer service in assisting with information 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.
- Complex office duties include answering phones, faxing, photocopying, 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.
- 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 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.
- Maintain security and confidentiality of highly sensitive communications, information, documents, files, and records in all forms (written, verbal and electronic).
- Meet face-to-face with residents to accept and deliver documents and materials.
- Work within legal and department policy guidelines to provide resources to Pro Se resident defendants such as legal materials and computer access.
- Document and track interactions and address related issues and grievances.
- Coordinate resident recreation including scheduling yard out periods, ordering, distributing, and maintaining inventory of all recreational supplies.
- 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.
- 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 level of skills in Microsoft Office Suite including Word, Excel, and Outlook.
- Intermediate level of skills 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.
DESIRABLE QUALIFICATIONS:
- Advance level of skills in Microsoft Office Suite including Word, Excel, and Outlook.
- Advance level of skills in Microsoft Teams and SharePoint.
- Experience in criminal justice/corrections/court system field.
HOW TO APPLY: 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.
To apply, go to: http://www.kingcounty.gov/jobs for assistance with the online application process, please contact NEOGOV (Governmentjobs.com) Customer Support tollfree at: 1-877-204-4442.
WHO MAY APPLY: This position is open to all qualified candidates. Applicants requesting Veteran's Preference must provide a copy of their DD-214, a scanned copy (pdf format) will suffice for this purpose.
WORK LOCATION/SCHEDULE: This is a 40-hour work week, overtime-eligible position. The schedule for this position is Monday-Friday, 0700-1530 (7:00am-3:30pm). This position works within the King County Correctional Facility in downtown Seattle.
UNION MEMBERSHIP: This position is represented by Local 21AD Washington State Coalition of County and City Employees, Council 2 -Department of Adult and Juvenile Detention.
DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to: Jaclyn Smith, DAJD Sr. Human Resources Analyst; Phone Number 206-263-3379 or via email at [email protected]
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.
SPECIAL REQUIREMENTS: It is a hiring requirement that all staff employed by DAJD successfully pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, and other tests as deemed necessary.
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