Secretary Supervisor - Lacey

$43,824 - $58,572/Yr

State of Washington - Lacey, WA

Full-time - Mid Level

Lacey, WA

Executive, Legislative, and Other General Government Support

About the position

The Secretary Supervisor position within the Community Corrections Division of the Washington State Department of Corrections is a full-time, permanent role located in Lacey, WA. This position is crucial for ensuring that support staff provide the necessary technical and professional assistance to Community Corrections Officers (CCOs), thereby facilitating the effective management of caseloads. The Secretary Supervisor will work under the direction of the Community Corrections Supervisor (CCS) and will be responsible for supervising the unit's support staff, developing and modifying work methods, and addressing any unusual problems that may arise within the unit. The work hours for this position are from 8:00 AM to 5:00 PM, Monday through Friday. In this role, the Secretary Supervisor will identify training needs for support staff and provide appropriate training and coaching. The position also involves managing the hiring process for support staff, which includes conducting interviews, preparing questions, and processing referrals. Additionally, the Secretary Supervisor will assist the Office Supervisor with various administrative tasks, such as preparing personnel files, managing system access requests, and accounting for supplies and equipment for incoming or outgoing staff. The role requires a proactive approach to managing caseload assignments, including monitoring, auditing, and assigning offender caseloads for the unit. The Secretary Supervisor will also be responsible for compiling and monitoring the status of various projects assigned to unit staff, ensuring that deadlines are met and that all necessary reports and evaluations are completed. The position requires proficiency in navigating multiple electronic technologies to enter and retrieve information related to supervised individuals. Overall, the Secretary Supervisor plays a vital role in maintaining the efficiency and effectiveness of the Community Corrections Division, contributing to the agency's mission of improving public safety by positively changing lives.

Responsibilities

• Supervise the unit's support staff.
• Develop and modify work methods, procedures, and strategies to solve new or unusual problems that impact the unit.
• Identify training needs of support staff, train, cross train, and coach appropriately.
• Manage the hiring process for support staff positions; conduct interviews, prepare questions, post vacancies, process requested referrals, complete reference checks and hire qualified support staff to fill vacancies using standard hiring practices.
• Assist the Office Supervisor with preparing personnel files, system access requests, personnel alert emails, employee criminal history requests, emergency contact sheets, and accounting for supplies and equipment for incoming or outgoing staff.
• Assist in the Community Corrections Officer hiring process.
• Prepare staff meeting agendas, diversity items, and bulletin board updates.
• Update electronic calendars, make appointments, prepare Duty Officer roster, and prepare daily staff emails.
• Convert PDF documents to revisable Word documents using One Note.
• Back-up Assignments Officer.
• Monitor, audit, and assign offender caseloads for the unit.
• Compile, assign, issue deadlines, and monitor the status/completion of projects assigned to unit staff.
• Navigate multiple electronic technologies to enter and retrieve supervised individuals' information, such as Offender Management Network Information (OMNI), Odyssey, OnBase, Washington Access to Criminal History (WATCH), SharePoint, Judicial Access Browser System (JABS).
• Maintain office budget, supplies, and incoming and outgoing mail.
• Perform other duties as assigned.

Requirements

• High School diploma or equivalent.
• Three years of increasingly responsible office experience requiring keyboarding or typing and including experience leading the work of others.
• Computer knowledge.
• Strong written and verbal communication skills.
• Ability to maintain regular and reliable attendance.
• Ability to respect and maintain confidentiality.
• Ability to assist individuals with various criminal backgrounds and personalities.
• Ability to file, use appropriate grammar, punctuation, and spelling.

Nice-to-haves

• Experience entering and retrieving information from a computer or centralized database.
• Experience with Microsoft Office programs (Excel, PowerPoint, Word).

Benefits

• Comprehensive family insurance for medical, dental, and vision.
• Remote/telework/flexible schedules (depending on position).
• Up to 25 paid vacation days a year, in accordance with the CBA.
• 8 hours of paid sick leave per month.
• 12 paid holidays each year.
• Generous retirement plan.
• Flex Spending Accounts.
• Dependent Care Assistance.
• Deferred Compensation.