Administrative Specialist III - Resident Programs

Administrative Specialist III

The Department of Adult and Juvenile Detention (DAJD) is seeking a highly skilled candidate for an Administrative Specialist III position located within the Kent Detention Facility. This position is responsible for a wide variety of administrative clerical duties for coordinating resident programming, while providing exceptional customer service delivery and support to resident program staff within the jail. Candidates will have direct contact with residents, detainees and defendants, Correctional Officers, and the general public.

The resident programs section within the Seattle and Kent Detention Facilities Division of DAJD is responsible for overseeing the volunteer and contracted programs which are designed to provide skill building opportunities while connecting participants to agency representatives for coordination of reentry stabilization services.

The Department of Adult and Juvenile Detention (DAJD) is a professional and nationally recognized organization that supports safe, vibrant, and healthy communities in partnership with other criminal justice and human service agencies. DAJD operates the largest county adult detention system in the State of Washington, housing an average daily population of approximately 1500 individuals.

DAJD provides in-custody and community-based services that are data informed, advanced safety, lead system change, and promote equitable outcomes for the people we serve.

This selection process will fill our current vacancy but also create a pool of qualified candidates should additional Administrative Specialist III positions open up within the next 12 months.

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.

Perform clerical functions in a secured environment, including greeting and directing volunteers and contracted professionals, answering multi-line telephone, directing callers accordingly, providing professional and courteous customer service.

• Perform general clerical duties as assigned, including opening, stamping and distributing incoming mail; compose correspondence / memorandums as needed; perform other administrative duties as assigned.
• Perform basic clerical functions, including data entry and retrieval, filing, photocopying, and computer use (primarily MS Word, Excel, and Outlook).
• Frequent contact with jail residents to explain Programs' processes and procedures, obtain signatures on agreements, releases of information forms, etc., as well as obtain supporting documents to respond to grievances and Ombudsman inquiries.
• Organize and manage a SharePoint for Programs section.
• Search / Research technical information from varied sources, pull data for reports and add / delete data for authorized items provided to residents in Jail Management System (JMS), as well as schedule the appropriate visits of authorized community partners and stakeholders in JMS.
• Sort inmate kites and distribute amongst program specific mailboxes.
• Respond to general inmate kite inquiries and provide accurate information to inmates.
• Maintain program records and program files, track and retrieve information as directed.
• Assist in coordination of processing clearance applications.
• Schedule, organize, and coordinate program graduations.
• Assist in distributing and tracking inmate glasses.
• Maintain and create weekly program rosters for all weekly programs.
• Perform other related tasks as assigned within the area and scope of responsibility as needed.

Four (4) years full-time clerical experience including two (2) years performing high-volume customer service and complex administrative functions. Strong customer service skills including effective oral and written communication skills.

Ability to use tact and discretion in difficult communications. Exceptional organizational skills including planning / prioritizing, keenness to detail, ability to multitask, analytical skills, problem-solving, and time management skills. Intermediate level of skills in Microsoft Office Suite including Word, Excel, and Outlook. Intermediate level of skills in Microsoft Teams and SharePoint.

Experience maintaining security and confidentiality, addressing sensitive inquiries and complex issues as they arise in all forms (written, verbal and electronic), while sharing the right information with the appropriate people. Must be able to work effectively / successfully with managers in a hierarchical (chain-of command) environment to obtain critical information and respond appropriately. Must be able to problem-solve and have independent judgment to meet deadlines, utilizing department protocol effectively selecting methods and courses of action that minimizes legal risk to the agency. Must be able to follow policies and procedures consistently and accurately. High School Diploma or GED. A valid Washington state driver's license by the date of hire. Must be at least twenty-one (21) years of age by time of hire.

Advanced level of skill in Microsoft Office Suite, Word and Excel. Advanced level of skill in Microsoft Teams and SharePoint. Experience in the criminal justice / corrections field.

Resume, cover letter, or answers to supplement questions should describe how your education, training or experience demonstrates your ability to perform the duties of this position and how you meet the qualifications of this position.

Candidates for this position may be required to complete skills testing.