Description

Are you an organized administrative professional who thrives in a fast-paced environment, with excellent office skills while keeping on top of projects, processes and supporting others? The Washington State Department of Corrections has an opportunity for you!

The Health Services Division provides accurate and timely medical care to incarcerated individuals in each institution, which includes oversight and complete responsibility for their medical, dental, and mental health. These services are provided by intermittent and contract employees, consisting of high-level clinical professionals and clinical support staff, who provide consultation and advisory services to the Department of Corrections on health care matters, assuring administrative systems and processes are aligned and followed to meet the clinical and health needs of incarcerated individuals.
Under the supervision of the EHR Informatics Program Director, the Administrative Assistant 3 provides confidential administrative support to the Electronic Health Records (EHR) team. Performs delegated administrative, office management, public relations, and support duties. Ensures confidentiality in all matters related to employees, contract staff, and incarcerated individuals.

Duties

• Provide primary administrative support to the Electronic Health Records project.
  • Independently prioritize and coordinate office operations and work assignments assigned to the EHR team to meet internal and external deadlines. This includes keeping supervisor informed of issues that may require review or action. Participate in planning and review meetings and may attend meetings on supervisor’s behalf, representing supervisor’s position.
  • Communicate messages and instructions from the supervisor and managers to staff, providing interpretation or explanation of supervisor’s policies or viewpoints, as needed. Maintain the project’s Outlook calendar and e-mail and reply to e-mails as appropriate to ensure deadlines are met.
  • Perform projects and other administrative services, as delegated by the EHR informatics Program Director, by providing administrative services and general assistance to facilitate their work and relieve them of secretarial duties) i.e., composing and/or typing correspondence, memos, employee evaluations, position descriptions, etc.). Compile data for narrative and statistical reports, assemble and summarize information and data from verbal instructions and/or nots, and oversee the office record keeping filing system.
  • Request and complete all travel requests for EHR Project team, and assist other Health Services staff when needed, by following the employee travel procedures. Ensure all receipts are collected and submitted with appropriate reimbursement documents.
  • Answer phone calls and take messages for the EHR informatics Program Director.
  • Schedule, document, and track the status of mandatory training for staff and support staff (i.e., Security Briefing, NEO, CWC, in service training).
  • Coordinates personnel issues such as recruitment, selection, appointment, and promotion.
  • Assisting staff with securing resources and supplies. Including submitting IT tickets, onboarding, exiting staff, and any other needs. This may include Condeco hoteling and securing space for team members to work onsite at facilities or Headquarters.
  • Coordinates with other departmental staff members on administrative practices and procedures.
  • Services as a liaison between supervisor and other staff members, relaying assignments and requesting status information.
  • Provides secretarial support to supervisor; coordinates office operations; keeps supervisor’s calendar; makes travel arrangement; screens, prioritizes, and distributes mail; transcribes minutes, screens calls and visitors.
  • Evaluates costa and/or approves purchases for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects.
  • Assists in devising unity standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration.
  • Scheduling meetings and events for larger groups including securing approval for fiscal expenditures related to meetings or events.
  • Controlling SharePoint site for EHR and organization of EHR SharePoint documents.

• Provide support with reporting, and other narratives.
  • Compose correspondence, narratives, and notes in support of the EHR Project and any policy and procedure drafts.
  • Coordinate field instructions and review all drafts and revisions for grammar, format, and content. Assists Health Care Administrative staff with review of RCW’s, WAC’s, and Operations Memorandums.
• Staff and Department Policy and Procedure Management.
  • Assistance in maintain various manuals related to EHR or that need EHR processes added to them by the Health Services Division.
  • Established procedures and interprets and applies administrative policies to the work of the unit.
  • Conducts and/or responds to surveys and studies; composes narrative portions of documents such as brochures and policy statement.
• Other Duties as assigned
  • Back -up other administrative staff in their absence, which may include scheduling and coordinating meetings, taking meeting minutes, answering calls, providing support to understaff, and taking messages.

Qualifications

• 
  High school diploma or GED equivalent and three years of progressively responsible experience in clerical/office, secretarial, or general administrative work including keyboarding or typing.
• Local and job Specific competencies.
• Demonstrate ability to meet competencies as listed.
• Completion of Correctional Workers Core.
• Participation in annual in-service and other training or education required by the agency.
• Periodic Tuberculin testing or symptom monitoring.
• Satisfactory completed criminal history background investigation.

• Demonstrated organization and time management skills.
• Experience working in a health service environment and knowledge of medical terminology is preferred.

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.

Employees of the WA State Department of Corrections (DOC) are required to be fully vaccinated against COVID-19 as a condition of employment. Any offer of employment is contingent upon verification of your vaccine status. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. You may request an accommodation if you are unable to meet this requirement due to a medical or religious necessity.

• 
  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.

• 
  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.
• This position may be represented by a bargaining unit.
• Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.

• 
  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.

• 
  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!

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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email kathey.waggoner@doc1.wa.gov or call at (509) 907-7808.

For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.