Executive Secretary

Executive Secretary Full Time/Permanent Tumwater, WA Salary: $81,924/yr The Department of Corrections is seeking a highly organized, dependable, and professional Executive Secretary to join our team. As the Executive Secretary, this position is responsible for performing administrative and office management functions while supporting the Chief Medical Officer for the Health Services Division. The role provides technical and administrative support to manage and coordinate DOC HS programs, healthcare for incarcerated individuals, and ensure agency priorities are met. This position utilizes specialized knowledge and independent judgment to plan, prioritize, and organize a diversified workload and investigate and resolve problems related to HS programs. The role assists in managing operations to promote public safety. This position establishes office procedures, standards, priorities, and deadlines, and initiates action to ensure work and office goals are met. Key Responsibilities Act as liaison to expedite the flow of information to and from the Chief Medical Officer’s office to the public, executive and statewide elected officials, various public, federal and state agencies, organizations, legislative staff, and the Governor’s office. Respond to a broad range of questions and inquiries using extensive knowledge of the Department’s organization. Exercise authority and independent judgment in day‑to‑day operations of the Chief Medical Officer’s office. Manage the Chief Medical Officer and Deputy Chief Medical Officer’s calendars, schedule complex meetings, secure facilities, develop and coordinate meeting materials, agendas, presentations. Coordinate notification for meetings, prepare agendas, take and transcribe meeting minutes, track action items for the FMD meeting and other meetings as required. Use independent judgment to accomplish assignments or solve problems and coordinate within the department or with other agencies. Review, screen, and prioritize incoming mail, calls, voicemails, emails, visitor inquiries and respond on behalf of the supervisor. Plan and prioritize work to meet internal and external deadlines; keep supervisors apprised of deadlines and matters requiring review. Develop written correspondence and exercise signature authority on designated administrative matters. Provide staff with an open line of communication to the Chief Medical Officer and Deputy Chief Medical Officer. Complete travel coordination and training request coordination on behalf of the supervisor and direct staff. Make decisions and act on behalf of the supervisor on administrative matters; coordinate information sharing to keep supervisors appraised of updates and changes across the agency. Research and analyze methods and procedures, programmatic and policy issues, develop recommendations where appropriate. Support SharePoint site administration and site building for medical/clinical sites. Compose, edit, and respond to confidential correspondence from incarcerated population, family members, and the public. Investigate, research, and gather information to personally respond to select items via written correspondence, Outlook, fax, or telephone. Compile and submit legal documentation requests on behalf of supervisors. Develop responses for critical issues such as release of restricted information, gubernatorial inquiries, and labor relations matters. Maintain organizational charts on behalf of supervisors. Serve as main coordinator for HRSA hours and a backup or site certification. Serve as backup on WSAC site certification. Serve as the back‑up National Practitioner Data Bank (NPDB) Administrator. Administrative and Technical Support Provide equipment maintenance and order supplies, computers, cell phones, furniture, and other equipment for the Chief Medical Officer’s office. Monitor staff performance and development plans for the supervisor. Communicate with DOC HR and Division Managers such as Health Services Administrators, Health Services Managers, Nursing Leaders, Facility Medical Directors, Program Directors, and Health Informatics Team. Explore and implement filing/retention efficiencies for the Chief Medical Officer’s office. Prepare presentations for the supervisor to present to staff. Work with HR to track and update personnel files. Use SharePoint, Microsoft Office, Excel and Adobe Pro to manage and track information or research Department information. Coordinate interviews and participate in interview panels where appropriate. Public Disclosure Requests Act as the point of contact for the Health Services Division public disclosure requests. Gather and respond to public disclosure requests as required. Review records to ensure they are responsive to the request based on the scope and ensure redaction occurs as needed. Track and monitor requests as needed. Ensure adherence to record retention requirements. Office Support / Other Duties Assist with general office duties such as reserving conference rooms, vehicles, and phone lines. Check mail for the health services division at headquarters and distribute mail for response. Participate in monthly HS support staff meetings and as a member of the Executive Secretaries’ Group for the Agency. Perform project tasks and other research as assigned. Required Qualifications HS Diploma or equivalent. Three (3) years of progressive administrative assistant experience providing support to a mid‑level manager or higher. Intermediate level proficiency in MS Office, Word, Outlook and Excel. Local and Job Specific Competencies Ability to research, accumulate, organize, and communicate technical information orally and in writing using telephone, email and other equipment. Ability to prepare correspondence, write complex sentences with proper punctuation and grammar. Ability to represent supervisor at meetings, conferences and conventions. Ability to address or respond to agency or public groups on departmental functions and policies. Demonstrated success in holding progressively higher‑level administrative support positions for executives. Demonstrated ability to effectively communicate in writing and verbally. Demonstrated ability to maintain effective internal and external working relationships. Demonstrated ability to maintain confidentiality of information. Demonstrated competence and applied professionalism to speak on behalf of executives. Effective time and project management skills. Demonstrated resourcefulness. Preferred Qualifications Bachelor’s degree in business administration, public administration or closely allied field from an accredited institution. Experience working in state government as an administrative assistant to a mid‑level or higher manager. Experience using SharePoint. Knowledge of State government organization and administrative procedures. Federal and local government functions. Office methods and procedures. Research methods and data collection. State budget development and contracting. State and agency functional and personnel policies. Physical Requirements Must be able to lift up to 30 pounds regularly and occasionally up to 50 pounds, and push up to 100 pounds. Must be able to work in spaces, climb stairs, walk long distances. Safety and Health Must comply with WA Industrial Safety & Act standards. Requires respirator medical evaluation, fit testing, training, and use of respiratory protection. Applicants may work with incarcerated individuals in a potentially hazardous setting; consider risks. Must be able to provide valid proof of a baseline TB skin test within 60 days of hire. What We Offer As an employee of the Department of Corrections, your work‑life integration is a priority. Washington State employees are offered a competitive benefits package, including: Up to 25 paid vacation days a year. 8 hours of paid sick leave per month. 12 paid holidays a year. Generous retirement plan. Flexible Spending Accounts. Dependent Care Assistance. Deferred compensation and other benefits. 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, veteran status, genetic information, or 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 us at 509‑907‑7808. For TTY service, please call the Washington Relay Service at 7‑1‑1 or 1‑800‑833‑6388. #J-18808-Ljbffr