Administrative Specialist II
King County - Seattle, WA

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The Department of Adult and Juvenile Detention (DAJD) is a department of over 900 employees consisting of five Divisions: Seattle and Kent Detention Facilities, Juvenile Detention, Community Corrections and Administration, and includes positions represented by eleven bargaining units, in a quasi-military structure, hierarchal (chain-of-command) environment.

The WER/EHD section is within the Community Corrections Division of DAJD and is responsible for overseeing the Work Education Release and the Electronic Home Detention programs. Up to 1200 program referrals are processed every year and approximately 200 of those are referred for the EHD program. The section consists of a ten member team which includes a Corrections Program Administrator, one Corrections Program Supervisor, six Community Corrections Caseworkers and two Administrative Specialists.

Reporting to the Corrections Program Administrator in the WER/EHD section, this Administrative Specialist II position provides clerical support and reception duties; computer data entry and retrieval; maintains payroll/timekeeping records; reads/processes WER/EHD documents, codes and calendars; and has oversight of electronic monitoring equipment - distribution, inventory and other processes.

This position requires regular contact with inmates, detainees and defendants and conducts scheduling and coordination with program participants (inmates, detainees and defendants). This position distributes and removes the monitoring equipment (radio frequency ankle device) on each EHD participant. Regular access within the secure perimeter of the detention facilites is required.

WHO MAY APPLY: This career service position is open concurrently to all King County employees and the general public who meet the qualifications listed below. Internal consideration may be given to current DAJD and King County employees.

List established via this recruitment will be used to fill one current vacancy and may be used to fill future vacancies as they occur.

HOW TO APPLY: Completion of the entire King County application and supplemental questionnaire is required. Resumes or letters of interest alone will not substitute for full application. Online applications are preferred. To apply, to . For assistance with the online application process, please contact NEOGov Customer Support toll free at: 1-877-204-4442 ( customer support).

WORK LOCATION: DAJD Community Corrections Division, Work Education Release/Electronic Home Detention (WER/EHD) Office, King County Court House, 516 3rd Avenue, 10th Floor, Seattle, Washington. The regular worksite is within secure facilities – WER/EHD Offices (King County Correctional Facility) of the King County Court House.

WORK SCHEDULE: This is a 40-hour per week, overtime eligible position. Monday through Friday, 8:00 a.m. to 5:00 p.m. Candidates must be available to work adjusted schedules on occasion, which may include evenings and weekends.

DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to: Pam Samek, DAJD Human Resources Analyst; Phone number: 206-296-411

5; or via e-mail to . Please Note: Translation services are available to applicants, if needed. Please contact recruiter for assistance.

Job Duties:

Essential Duties: Technical/Organizational Skills/Computer Proficiency
  • Perform general to complex office duties in support of the department’s WER/EHD office including answering phones, faxing, photocopying, emailing, processing/distributing/routing incoming and outgoing mail. Maintain confidentiality of sensitive information/data in all forms (written, verbal and electronic).
  • Adept at learning technical aspects quickly including computer programs and database systems such as Microsoft Office Suite MS Word, Excel and Access, and corrections/criminal justice database systems and computer programs. Compose, draft, summarize, prepare, proofread and/or edit documents, reports, forms and/or related memorandums and correspondence, including distribution and filing.
  • Utilize various computer programs/database to maintain, update, enter and retrieve data related to WER/EHD utilizing specialized database systems (i.e. SIP, Subject-In-Process), MS Word, Outlook, Access and excel programs.
  • Utilize a high level of attention to detail while still providing efficient delivery of services to include maintaining files and documents to comply with County, State and Federal policy/law.
  • Distribute equipment to enrollees and place the radio frequency ankle device on participants.
  • Maintain organized, accurate and accessible records and filing systems including electronic records and printed documents, correspondence and related files; ensure security and confidentiality of case files and records.
  • Perform back-up payroll/timekeeping duties for WER/EHD stall.
  • Maintain calendars for incoming program participants.
  • Maintain EHD inventory and order supplies and equipment.
  • Complete data entries within the EHD vendor site, via the internet; research, track and summarize specialized or technical information from varied sources to produce spreadsheets and internal reports.
  • Perform other related tasks as assigned within area and scope of responsibility.
  • Essential Duties: Customer Service
  • This position requires strong customer service skills requiring well developed, succinct, professional, effective oral and written communication skills via phone, email, and letters.
  • Provide customer focused support in a wide variety of functions and administrative duties by meeting the expectation and requirements of internal and external customers/stakeholders, which includes department managers, co-workers, and others.
  • Listen to customers/stakeholders and use their feedback to improve or recommend appropriate changes to processes, services and products.
  • Establish, maintain, and gain the trust and respect of a high volume of customers through the timely return of phone calls, response to written inquiries, emails and completing timely updates to database records.
  • Provide customers with the information they need to know to assist them, utilizing tact and discretion. Keep others informed of request/response status.
  • Manage a high volume of records processing and other support activities by knowing how to effectively prioritize competing demands/activities and needs of both internal and external customers’ desires so that the critical work can be completed in a timely manner.
  • The high volume of work requires the ability to handle stress and not show frustration.
  • Essential Duties: Collaboration/Team Work
  • Must deal comfortably with supervisors and senior managers in a hierarchal (chain-of-command) environment without undue tension and nervousness to obtain critical information and respond appropriately.
  • Because of a rapidly changing workplace and the high volume of processing, this position must be flexible, easily challenged to develop and learn more and be comfortably coachable.
  • As a member of a team, this position must provide both good and difficult information to supervisors and managers by being direct and truthful but in an appropriate, professional and helpful manner; keep confidences and admit mistakes.
  • Must be able to work effectively/ successfully with a diverse group of people equitably. Must work well with team members to ensure efficient operations.
  • Essential Duties: Professional Judgment
  • Because the demands and priorities of this position can quickly change, incumbent must have the ability to effectively cope with change, deal with ambiguity; re-prioritizing work quickly and have the ability to be comfortable in handling risk and uncertainty.
  • Working with a wide cross-section of customers, incumbent needs to be able to change personal, interpersonal, and managerial behavior quickly to be effective in oral and written communications. Must be willing to seek feedback and adjust approaches to situations based on that feedback.
  • Must have the ability to learn quickly when facing new problems, be willing to learn, be open to change, analyze both successes and challenges/failures for clues to improvement; and enjoy the challenge of unfamiliar tasks.
  • Incumbent needs to be able to act independently and make decisions comfortably within scope and area of responsibility; sometimes with incomplete information, competing demands, and under tight deadlines and pressure in order to keep the critical work flow moving efficiently and keep processes from bottlenecking. This must be done while still maintaining professional and appropriate oral or written communication processes.

  • Experience, Qualifications, Knowledge, Skills:

    Desired Knowledge/Skills:

    Successful candidates shall demonstrate necessary skills by possessing a minimum of the following:
    • Two (2) years full-time office work experience which includes one (1) year of experience working with complex processes in high quantity/high volume customer service and complex administrative functions and one (1) year of records maintenance experience.
    • Demonstrated ability maintaining a professional demeanor and providing timely and reliable customer service.
    • Experience maintaining confidentiality, while sharing the right information with the appropriate people.
    • Demonstrated ability managing quickly changing priorities and quickly changing information.
    • Skilled oral and written communicator to a diverse audience.
    • Intermediate level of skills in Microsoft Office Suite, including Word, Excel and Access; use of general office equipment, including sufficient knowledge to scan, copy, and fax.
    • Experience in problem solving, research, analysis and assessing information requiring initiative and a self-starter.

    Most Competitive Qualifications:
    • Advanced skills in Microsoft Word, Outlook, Excel and Access with demonstrated experience working with complex computer programs and database systems.
    Proficiency in a second language is desirable; Spanish preferred.

    Supplemental Information:

    SELECTION PROCESS: Initial screening will be based upon a review of the application materials. As part of the screening process, responses to the supplemental questions will be reviewed in conjunction with the general application materials. Application materials must validate/support your responses to the supplemental question. If your responses cannot be validated, you will not proceed to the next steps of the review or selection process.

    Most competitive candidates will be required to undergo skills testing. Those who pass the skills test will advance to the initial interview phase. Finalist selected for this position must successfully complete a thorough background investigation process, including fingerprinting, police checks, a polygraph examination and reference checks.

    Candidates wishing to claim Veteran's Preference must indicate this on their application and submit a copy of their DD-214 prior to the closing date of this announcement (pdf copy will suffice). Must meet King County criteria for preference related to service period eligibility and prior use of preference.

    UNION STATUS: This position is represented by PSEU, Non-Commissioned bargaining unit.

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