ADMINISTRATIVE ASSISTANT 4

ADMINISTRATIVE ASSISTANT 4

Salary

$4,633.00 - $6,075.00 Monthly

Location

Pierce County - Gig Harbor, WA

Job Type

Full Time - Non-Permanent

Job Number

2026-08926

Department

Dept. of Corrections

Division

Prisons - WCCW

Opening Date

10/26/2026

Closing Date

11/2/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Description

Administrative Assistant 4

Full-Time Non-Permanent

Location: Washington Corrections Center for Women (WCCW) | Gig Harbor, WA

Please carefully read this posting in its entirety, as it contains important information for candidates.

The candidate of choice must be comfortable working in a Prison environment as you will be required to work in facility daily.

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 4 for the Superintendents Office at Washington Corrections Center for Women in Gig Harbor, Washington.

If you are excited to make a difference in the lives of others and join a team that works towards a meaningful purpose, apply to be an Administrative Assistant 4 at WCCW with the Department of Corrections (DOC).

AGENCY PROFILE:

Washington Corrections Center for Women (WCCW) is Washington States largest correctional facility serving women and the states multi-custody-level facility and Reception Diagnostic Center for women. WCCW serves individuals across minimum, medium, and close custody levels and operates within a complex correctional environment requiring strong collaboration among facility leadership, custody, programs, health services, legal partners, courts, families, community organizations, and other external stakeholders.

Our mission at the Department of Corrections is to improve public safety by positively changing lives. With more than 9,000 employees, we recognize that staff are our greatest asset, and the efforts of our dedicated workforce have garnered national recognition! Whether the work is inside a prison, out in the field, or an administrative office, DOC staff experience a high degree of personal reward knowing their efforts are creating an environment in which incarcerated individuals can learn to make choices that contribute to safer communities

Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all Incarcerated Individuals can learn to make choices that contribute to a safer society.

For additional information about our agency, please visit doc.wa.gov.

Apply today to join our team and start making a real difference in your community!

Application Process

Begin your application process online at www.careers.wa.gov:

• Click the green Apply button on the job posting and sign in or create an account.

• Complete your application.

• Please be sure to attach the following to your application:

• A cover letter outlining how you meet the qualifications for this position,

• A detailed chronological resume,

• A copy of your unofficial college transcript (if using college credits or degree to qualify for position) and

• At least (3) three professional references - A professional reference is identified as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.

• Click "Accept & Submit" to submit your application.

Incomplete application packages may disqualify an applicant from the application process.

We are looking for evidence in your application materials that you have the experience, skills, and abilities indicated in this job posting. Qualified applicants whose responses most closely match the requirements of this position may be invited to interview. Carefully review your application before submitting. All information may be verified, and documentation may be required. The initial screening will be solely based on the contents and completeness of the application materials submitted.

Applicants wishing to claim Veterans' Preference should attach a copy of your DD-214 (member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to your online application.

Do not include any personal photos or personally identifiable data within your application packet, such as a driver's license or social security number.

Duties

We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.

Under the direction of the Superintendent at WCCW, this position exercises independent judgement to perform high level confidential administrative functions of a complex nature as delegated by the Superintendent. This position maintains the confidentiality of all matters relative to the operation of a correctional facility which employs approximately 400 staff and houses 665 adult incarcerated individuals and supports the mission of the agency "to improve public safety by positively changing lives" through direct administrative, office management, public relations and executive secretarial functions for the Superintendent. This position reports directly to the Superintendent, is a member of the Extended Leadership Team and has supervisory responsibility for an Office Assistant 3 position.

As the Administrative Assistant 4 for the Superintendents Office some of your duties will include:

Confidential Administrative Support to the Appointing Authority.

• Provide administrative office management, organize/direct workflow, monitor/track issues and assignments, provide status updates, ensure critical issues are addressed timely and assignments are completed on time

• Prepare correspondence for Superintendent including formatting transcription, recording minutes, composing/editing letters and exercising signature authority on administrative correspondence

• Arrange all travel/lodging, prepare travel authorization and track expenditures for Superintendent

• Maintain Superintendents calendar/schedule including coordination of meetings and appointments

• Review, screen, prioritize and distribute incoming mail; review and identify critical correspondence for action, approval, and signature; remind assigned staff to respond to urgent communication or time sensitive deadlines

• Provide and oversee public relations in Superintendents Office for a wide range of staff and visitors, greet/screen calls, disseminate information, serve as liaison with staff members and direct staff/visitors to appropriate resources as needed

• Establish, organize. and maintain paper and electronic files/records, manage all Superintendent archives per policy

• Research/compile data, prepare and/or edit routine and complex reports

• Coordinate with other facility/departmental staff members on administrative practices and procedures

• Utilize delegated authority to establish procedures and interpret and apply administrative policies to support the work of the Superintendents office

• Represent the Superintendent through verbal or written communication as assigned and periodically attend meetings representing the Superintendent

• Direct, prioritize, and coordinate special projects as assigned by Superintendent

• Exercise decision-making authority and use of good judgment in handling all matters on behalf of the Superintendent, employing discretion and confidentiality at all times

• Use delegated authority to approve purchases

• Review agency and division financial/budget reports, personnel reports and financial payments

• Gather and organize project information prior to release; organize new or updated procedure to project completion; develop operational templates for use in tracking projects

• Prepare background information necessary for meetings or correspondence

• Coordinate arrangements for meetings; screen, prioritize and distribute correspondence and facility documentation

• Review and coordinate supervisory reviews of policies and write cohesive responses to request for review

• Back up support to Public Information/Public Disclosure/Legal Liaison operation

Qualifications

What we need (required qualifications):

High School Diploma or equivalent

AND

Four (4) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.

OR

Bachelors degree in business administration, public administration or a closely related field substitutes for related experience.

OR

One (1) year as an Administrative Assistant 3

OR

Two (2) years as an Administrative 2.

• Note: Formal education and/or training in office or secretarial occupations, bookkeeping or accounting will substitute year for year, for up to one year of experience

Knowledge, Skills and Abilities:

• Intermediate level of proficiency in Microsoft Word and Microsoft Outlook
• Basic level of proficiency in Excel and PowerPoint
• Developing level of proficiency in Microsoft SharePoint, Visio, and Teams
• Ability to maintain high level of professionalism, personal and ethical conduct
• Proven ability to effectively communicate both verbally and in writing
• Be privy to confidential information and maintain confidentiality
• Demonstrated ability to work and make decisions independently
• Perform responsible administrative support work with dependability, accuracy, efficiency, with little supervision
• Provide varied, responsible secretarial and office administrative work requiring the use of tact and discretion
• Respond to and effectively prioritize multiple tasks, phone calls, customer requests and other miscellaneous demands as necessary for assigned responsibilities
• Understand and carry out oral and written directions
• Work closely with detailed information for extended periods of time
• Required to accomplish tasks with multiple interruptions each day

What will make your application stand out (preferred qualifications):

• Bachelor's degree in business administration, public administration or closely allied field. (Degree must be obtained from an accredited college or university whose accreditation is recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA), or foreign equivalent.) - AND - two (2) years of administrative assistance experience
• Five (5) years experience in an upper-level administrative support position with progressively responsible experience in office/clerical, secretarial or general administrative work - AND -Supervisory experience (3 years experience supervising employees)

Knowledge, Skills and Abilities:

• Advanced level of proficiency in Microsoft Word and Microsoft Outlook
• Intermediate level of proficiency in Excel and PowerPoint
• Intermediate level of proficiency in Microsoft SharePoint, Visio, and Teams
• Ability to identify available resources and conduct thorough and extensive research, track and follow timelines
• Ability to establish and maintain cooperative working relationships
• Demonstrated ability to build and maintain effective internal and external working relationships
• Demonstrated competence and applied professionalism to speak on behalf of the Senior Management
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations
• Ability to lead others, gain cooperation and build/maintain trust
• Demonstrated time and project management skills

Special Requirements/Conditions of Employment:

• Maintain regular and reliable attendance
• Complete a felony disclosure form prior to employment and submit to a criminal background check
• Successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service and other required training
• Provide physical residential address and home telephone number to the Department of Corrections
• Become familiar and comply with all Department policies and procedures and Collective Bargaining Agreements as applicable
• Submit to drug testing in accordance with Collective Bargaining Agreement and agency policy

Supplemental Information

Vision: Working together for safer communities.

Mission: Improving public safety by positively changing lives.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.

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, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

The DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

• Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.

Please note: Phone number AND email address are required for all professional references.

• A background check including criminal record history will be conducted prior to a new hire. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration.
• Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
• Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
• Employment is not contingent upon test results.

Note: This recruitment may be used to fill other (permanent or non-permanent) positions within 60 days after the listed position(s) have been filled.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email kimberly.pena@doc1.wa.gov or call us at 253-400-1160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. Thats why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

01

Are you a current permanent DOC employee?

• Yes
• No

02

Do you have a high school diploma or GED equivalent?

• Yes
• No

03

Please select from the following options how you meet the required experience qualifications for this position. * Note: Formal education and/or training in office or secretarial occupations, bookkeeping or accounting will substitute year for year, for up to one year of experience.

• I have four (4) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work.
• I have at least three (3) years of progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work - AND - one (1) or more years of formal education and/or training in office or secretarial occupations, bookkeeping or accounting.
• I do not have this experience.

04

Please explain where you gained your progressively responsible experience in office, secretarial, bookkeeping, accounting, or general administrative work (please include employer(s) and dates of employment) and the work that you performed, and any applicable education and/or training completed (please include education institution(s) or employer(s) and dates of enrollment/training). If you do not have this experience and/or applicable education and/or training, please answer N/A.

05

Which of the following best describes your proficiency using Microsoft Outlook? (To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level; to qualify for the Advanced level, you must also be able to perform the functions at the Basic and Intermediate levels; to qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not meet any of the definitions below.
• BASIC: Compose emails; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings; manage tasks and notes.
• INTERMEDIATE: Set calendar options; sort, find, and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-Do bar; customize message options; use the journal entry to track and record; assign, reply and track tasks; create public folders and send and post information
• ADVANCED: Personalize with stationary and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages.
• EXPERT: Able to use and train others in all Outlook functions listed above.

06

Which of the following best describes your proficiency using Microsoft Excel?

• I do not meet any of the definitions below.
• BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
• INTERMEDIATE: Use advanced formulas; organize tables and worksheets; link worksheets; create and modify charts; analyze data using Pivot tables and Pivot charts; insert and modify graphic objects in a worksheet.
• ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data list outline; consolidate data and link workbooks; export and import text files and XML data; import data from the Web and create Web queries; analyze data using trend lines, Sparkline and scenarios.
• EXPERT: Able to use and train others in all Excel functions listed above and uses advanced formulas, functions, and arrays; uses information, date and time functions, uses advanced editing and formatting; advanced chart formatting; runs

07

Which one of the following best describes your proficiency using Microsoft Word?

• I do not meet any of the definitions below.
• BASIC: Create, save, preview, and print a basic document; edit selected text; change font appearance; highlight text; format paragraphs with tabs, borders, shading and styles; page setup, use auto correct.
• INTERMEDIATE: Insert graphic objects and visual effects to a document; add tables to a document or convert tables to text; add watermarks, borders, headers and footers; add hyperlinks; use the word look up (thesaurus, dictionary); customize tables and charts; restrict access and use passwords; modify pictures in document; track changes and comments; create customized graphic elements; use templates
• ADVANCED: Insert content using quick parts; control text flow; perform mail merge function; uses macros for tasks; insert cover pages and table of contents; insert bookmarks, footnotes and endnotes; cross-references and citations; link documents to excel worksheets; send document to PowerPoint; merge documents; redaction function; hide text; add digital signature, create, protect, and automate forms.
• EXPERT: Able to use and train others in all Word functions listed above.

08

What best describes your level of experience maintaining and observing confidentiality?

• I have no experience maintaining and observing confidentiality.
• I have no experience maintaining and observing confidentiality but have the ability to maintain strict confidentiality.
• I have some experience in maintaining and observing confidentiality, although it was not a part of my official duties and responsibilities.
• I have experience in maintaining and observing confidentiality as a major part of my duties and responsibilities from current and past employment.

09

Which one of the following best describes your experience with the following support tasks: using appropriate grammar, punctuation and spelling; accurately and efficiently composing and reviewing correspondence.

• I have no experience performing the tasks above.
• I have less than 12 months experience performing the above tasks.
• I have 12-23 months of experience performing the above tasks.
• I have 24-35 months of experience performing the above tasks.
• I have 36-47 months of experience performing the above tasks.
• I have 48 or more months of experience performing the above tasks.

10

Please describe your level of proficiency with Microsoft SharePoint.

• I do not possess any experience with these programs.
• Low level of proficiency: some familiarity with these software programs.
• Medium level of proficiency: familiarity with basic functions and fundamental operations of these programs, with the ability to work with little guidance or assistance.
• High level of proficiency: firm familiarity with basic and advanced functions and operations of these programs, with the ability to work independently without any guidance or assistance, and the ability to teach and instruct others.

11

If hired for this position, will you require employer sponsorship, either now or in the future?

• Yes
• No

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov