Administrative Specialist III (SDA/TLT)

The Department of Adult & Juvenile Detention (DAJD) is accepting applications for one (1) Administrative Specialist III Special Duty Assignment/Term Limited Temporary position. This role provides administrative support to the DAJD Division Major at the King County Correctional Facility in Seattle, Washington.

The selected candidate will provide specialized and technical clerical support, office coordination, and administrative assistance while working with limited supervision. This position requires strong independent judgment when managing complex, sensitive, and confidential information.

The successful candidate will demonstrate exceptional communication skills, including the ability to draft, edit, and prepare professional correspondence, memoranda, and other written materials. The position requires the ability to effectively prioritize multiple assignments, manage competing deadlines, exercise sound judgment when addressing complex and politically sensitive matters, and maintain confidentiality at all times.

Term Limited Temporary & Special Duty Assignments: This position is scheduled to last 24 months; however, the exact duration may end earlier or be extended based on operational needs. Rate of pay will be in accordance with applicable bargaining agreements and/or Career Service Guidelines. Special Duty Assignments do not confer any privilege, right of appeal, or right of position, transfer, demotion, promotion or reinstatement, and can be revoked at any time with or without cause.

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.

• Serve as sole administrative support to the Division Major's position. Perform general office functions such as answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail.
• Coordinate, process and track all section documents related to operational issues, employee discipline, work projects, correspondence, contracts and budgets, special duty assignments, legal documents, records and related files, including electronic and printed documents.
• Conduct research as required to prepare correspondence and reports, gather information, and compile statistical data.
• Organize and maintain accurate and accessible records and filing systems including electronic records and printed documents; respond to Public Disclosure Requests (PDR's).
• Utilize various computer programs to maintain, update, and retrieve data related to jail operations including; Jail Management System (JMS), MS Word, SharePoint, Microsoft Teams, Securus, Outlook, and Excel.
• Compose, and/or proofread documents, reports, forms, memorandums and correspondence; distributing, tracking and filing final documents.
• Ability to work cooperatively and professionally with a variety of individuals.
• Serve as the point of contact for the CHRC (Criminal History Records Check) process for DAJD Maintenance and Supplies vendors, FMD (Facility Management Division) vendors, JHS (Jail Health Services) vendors and medical students. 
• Log and track inquiries and requests from various sources including staff, employees, Prosecuting Attorney's Office, Courts, Office of the Ombuds, Office of Civil Rights and others. Develop and maintain tracking mechanisms and file systems to monitor response.
• Schedule meetings and appointments with staff, public, law enforcement and other agencies. Maintain scheduling system for meetings.
• Schedule tours of the King County Correctional Facility (Seattle) or the Maleng Regional Justice Center (Kent) with the public, law enforcement, and other agencies. 
• Assist with the scheduling, planning, and execution of promotion ceremonies for uniformed employees (Corrections Officers, Sergeants, Captains, Division Major, and Division Commander); as well as the planning and coordination of the Department of Adult and Juvenile Detention yearly employee recognition ceremony. 
• Maintain confidentiality of highly sensitive communications, and all related information and documents, files and records.
• Attend and record public and/or departmental hearings and/or meetings.
• Process mail and respond as appropriate, and identify priority/time sensitive matters.
• Represent the organization at various functions, including committees, meetings, proceedings, which may vary according to need.
• Provide information and direction to supervisors and staff in the absence of the Major.
• Perform other duties as assigned including, but not limited to, backfill for the division Executive Assistant I.

• Two (2) years of full-time office work experience which includes maintaining and tracking data, analysis, designing and maintaining data sources.
• Two (2) years of full-time work experience in reception (answering phones, greeting customers).
• Strong organizational skills and ability to multi-task while working independently in a busy environment.
• Excellent written communication skills that include knowledge of proper English grammar usage, punctuation and spelling, as well as effective verbal communication.
• Possess a strong working knowledge of Word, Excel, SharePoint and Outlook scheduling software.
• Demonstrated punctuality and dependability in daily attendance.
• Willingness to work collaboratively and as part of a team.
• Ability to maintain confidentiality and handle sensitive situations with diplomacy and tact.

Desirable Qualifications: 

• Three (3) years of full-time work experience serving as an administrative/executive assistant or in a similar position.

Additional Requirements: Candidates for this position maybe required to complete skills testing.

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

UNION MEMBERSHIP: This is not a represented position. 

WORK SCHEDULE: This is a regular career service, forty (40) hour per week, overtime eligible position. The schedule for this position is Monday through Friday, 8:00 a.m. - 4: 30 p.m. but hours may vary depending on activities. Some weekend and evening hours may be required. 

WORK LOCATION: King County Correctional Facility, 500 Fifth Avenue, Seattle, WA, 98104. 

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

WORK ENVIRONMENT: Candidates must be willing and able to work in a secured facility. 

SPECIAL REQUIREMENTS: The person selected for this position will be required to complete a thorough background investigation process, including fingerprinting, criminal history check, and reference checks. A valid Washington State Driver's license or alternate ability to travel around the County is required by time of hire.

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