Administrative Assistant 3 | Contracts & Legal Affairs

Administrative Assistant 3 | Contracts & Legal Affairs

Full Time | Permanent

Location: Tumwater, WA

Salary Range: $4,632 - $6,200 Monthly

This position is represented by the Teamsters 117 bargaining unit.

The Washington State Department of Corrections is seeking a highly organized and detail-oriented Administrative Assistant 3 to join the Contracts and Legal Affairs unit. Reporting to the Contracts Administrator, this position serves as the primary administrative support for the Administrator while providing advanced-level support across a variety of critical functions within the unit.

The Administrative Assistant 3 is responsible for managing a diverse range of assignments that support the Department’s business operations. Duties include processing invoices related to impact fund payments, maintaining official records and databases, assisting Department staff with contracting requests, and providing consultation, guidance, and training regarding contracting procedures and compliance requirements. This position requires strong organizational skills, sound judgment, attention to detail, and the ability to collaborate effectively with stakeholders throughout the agency.

The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional customer service skills, and possess the ability to manage multiple priorities while maintaining accuracy and confidentiality. This is an excellent opportunity for an administrative professional who enjoys supporting complex business processes and contributing to the mission of improving public safety through effective agency operations.

A completed application packet will include:

• A cover letter regarding your interest in this position with our agency
• A detailed resume
• Three professional references

Duties

We are looking for teammates who share our vision of public service and are 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.

As an Administrative Assistant 3, some of your duties will include:

• Serving as the primary assistant to the Contracts and Regulations Administrator and supporting assistant to the Contracts and Legal Affairs Unit which could include:
  • Accomplishing various administrative support tasks including supporting calendar management, coordinating travel, and assisting with general requests
  • Serving as a liaison between the Contracts Administrator and CLA team members, relaying assignments and requesting status/information
  • Scheduling and attending meetings, including notifying attendees, finding suitable conference room/location, and submitting lease/rental paperwork for approval when a venue for cost is needed
  • Arranging for audio/visual equipment and catering as needed for meetings and/or conferences
  • Preparing meeting agendas or other materials, and taking minutes
  • Keeping the Contracts Administrator apprised of action items, status checks, priorities, deadlines, itinerary items (if travelling) and relevant business issues
  • Reviewing, editing, and proofreading correspondence and other materials to ensure clarity, consistency, accuracy, and quality of documents
  • Reading, routing, and distributing correspondence and documents
  • Providing direct support to the Contracts and Legal Affairs (CLA) unit
  • Performing complex word processing, spreadsheet, and database tasks, including uploading and downloading
  • Assisting in daily management of shared Contracts and Legal Affairs mailboxes
  • Processing inbox contents for deletion, response, forwarding to appropriate subject matter expert
  • Providing assistance to DOC staff, staff from other state agencies, and interested parties on issues related to their contracting requests and status of unit activities
  • Responding timely to inquiries. Seeks input and refers requests to appropriate staff as needed
• Various Recurring Projects and Activities
• Public Disclosure Coordination
• Other Duties

Salary

• $4,632 - $6,200/month

Qualifications

What we need (required qualifications):

• High school diploma or GED equivalent
• Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work*
• Excellent interpersonal skills and teamwork experience
• Works effectively alone and collaborates with others to accomplish tasks
• Ability to work with diverse stakeholder individuals or groups, both external and internal
• Experience with providing customer service and diffusing challenging situations
• Provides effective, efficient, and timely customer service to internal and external customers; uses critical thinking and analytical skills to professionally resolve issues for internal and external customers
• Excellent verbal and written communication skills
• Demonstrates clear and effective communication skills when creating correspondence or responding to requests
• Proficient proofreading skills
• Knowledge of: administrative procedures; office and business management practices; research and communication
• Ability to: interpret policies and procedures, prioritize constantly changing, competing, and demanding priorities; ability to manage high stress situations created by competing priorities

Note: Formal and/or vocational education in administrative support occupations, bookkeeping or accounting will substitute, year for year, for the required education.

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

• One (1) year as an Administrative Assistant 2 or two (2) years as an Administrative Assistant 1
• Associate of Arts degree or higher in business administration, public administration, or closely allied field
• Experience within state of Washington government
• Excellent organizational, planning, and scheduling skills
• Attention to detail.
• Experience managing multiple email accounts and responding on behalf of others
• Experience managing calendars, appointments, and making travel arrangements
• Able to effectively handle unexpected situations that arise, resourceful in managing duties, and attempts to develop solutions to problems encountered or seeks appropriate assistance. Creative and innovative self-directed thinker that can independently utilize various skills to complete work
• Ability to provide training to internal and external customers regarding contract management practices with the State
• Experience with DOC’s Contracts Management System (CMS)
• Experience with Adobe Acrobat
• Experience with Docusign
• Intermediate/Advanced level experience with Microsoft Office: Outlook, Excel, Word, PowerPoint, SharePoint, and Teams
• Accepts personal responsibility for quality and timeliness of work

Other 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.

Our Core Values:

• Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
• Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
• People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
• Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
• Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

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.

IMPORTANT NOTES:

• 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. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
• 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.
• This recruitment may be utilized to fill more than one position.
• 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.
• Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.

Telework Details

This position may be allocated for telework. If authorized for the role, work may be performed from your home or another offsite location within the state of Washington using a reliable internet or cellular hotspot service at that time. Employees are expected to perform assigned duties in a safe manner, to take proper care all state-issued equipment, and maintain confidentiality of all information in possession while working offsite. Employees will be required to commute to a Department of Corrections facility or field office as business requires, to potentially include components of the onboarding process. Some offices will have a “drop in” area available, however, a dedicated workspace within a DOC facility will not be provided.

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 vacation 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!

PERS: 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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

Benefits

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. That's 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