Summary
The Department of Adult and Juvenile Detention (DAJD) is recruiting for two (2) Executive Assistant I positions to provide high-level administrative support within the Administrative Services Division and the Community Corrections Division. These roles require strong executive-level support skills, exceptional professionalism, and the ability to navigate sensitive and confidential information with discretion. Position Overview: Both Executive Assistant I positions will exercise delegated authority to manage daily administrative operations, coordinate special projects, and ensure Division leadership is informed of ongoing initiatives, emerging issues, and potential concerns. The incumbents will handle sensitive, high-profile, and often confidential communications while maintaining a high standard of accuracy, judgment, and confidentiality. Administrative Services Division Position: This position provides primary administrative support to the Administrative Services Division Director/Chief of Administration and will also support the Department’s Deputy Director as needed. Community Corrections Division Position: This position provides direct administrative and secretarial support to the Division Director and Deputy Division Director, ensuring effective coordination of daily operations, special projects, and communication flow across the division. Successful candidates for either position, will be self-starters who have excellent customer service and interpersonal skills, keen attention to detail, ability to work in a collaborative and ambiguous environment, and strong backgrounds in providing executive-level support. About the Department: The Department of Adult and Juvenile Detention (DAJD) is an Executive branch department with five divisions and approximately 940 budgeted employees supporting two adult detention facilities, a juvenile detention facility, various community supervision programs, and administrative services. The two adult secure detention divisions are the Seattle Division, which operates the King County Correctional Facility (KCCF), and the Kent Division, which operates secure detention at the Maleng Regional Justice Center (MRJC). The Juvenile Division operates secure detention at the Clark Children and Family Justice Center (CCFJC) in Seattle. An average daily population of the adult jails combined housed more than 1325 adult residents, the CCFJC housed more than 33 juvenile residents and supervised 40 juvenile clients in the community, and the Community Corrections Division had approximately 675 individuals supervised under electronic home monitoring and day reporting programs. DAJD Mission: We provide in-custody and community-based services that are data informed, advance safety, lead system change, and promote equitable outcomes for the people we serve. DAJD Vision: We lead the Nation in providing exemplary services that transform lives.
DAJD Priorities:
- Ensure safety and security of staff and residents.
- Recruit, develop, support, and retain staff.
- Promote opportunities to humanize the people in our facilities and programs.
- Strengthen community connections.
- Manage operational risks.
To learn more about DAJD, please visit our website at https://kingcounty.gov/en/dept/dajd
Job Duties The job description is an overview and is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all the functions and tasks required of this position. As the Executive Secretary/Assistant I, this position will:
- Support the Division Director, and the Deputy Division Director; conduct research and summarize technical information.
- Review and respond to general inquiries in writing or by phone, answers questions, take message, and route and screen inquiries.
- Draft, format, edit, and proofread correspondence for the Division Director or designee.
- Manage the Division Director's schedule, schedule meetings, set appointments, resolve conflicts, and coordinate with contacts.
- Maintain knowledge of division programs and projects; keep the Director and Deputy Director apprised of current and potential issues while maintaining confidentiality.
- Research, analyze, and compile data; summarize findings; prepare reports, charts, and graphs; maintain data using spreadsheets.
- Perform quality control functions under the guidance of the Division Director and Deputy Division Director to ensure data integrity.
- Coordinate work orders, telecommunication requests, and oversight of access, key control, and office badge access.
- Assist with processing and submitting payroll for the Division using the Roster Management System or other systems.
- Participate in planning and organizing meetings and trainings; coordinate agendas, meeting notices, minutes, and materials for committees and workgroups.
- Monitor and review budget expenditures, research account activity, and assist with budget preparation.
- Collaborate with the Department Records Manager to develop, implement, and oversee recordkeeping systems; maintain files in compliance with County records retention policies.
- Performs additional duties and special projects as assigned.
IMPORTNAT NOTE:
While the positions share substantially similar core administrative responsibilities, each position is also expected to perform additional duties and assignments specific to the programs, operations, and needs of its respective division.
Experience, Qualifications, Knowledge, Skills
- High School Diploma or GED, plus four (4) years of increasingly responsible office/clerical/administrative experience, including a minimum of two (2) years' experience providing primary administrative support to a division director or manager-level position.
- Ability to work under strict and demanding deadlines.
- Experience working with complex processes in high quantity/high volume customer service base and performing complex administrative functions.
- Advanced knowledge and skills using software products such as Microsoft Office suite (Word, Excel, and Outlook), as well as advanced ability in managing files and collaborative work in Teams and SharePoint.
- Experience working with database systems and strong database management skills (e.g., understanding how data is entered, stored, and retrieved).
WE ARE LOOKING FOR SOMEONE WHO HAS:
- Demonstrated experience in planning, organizing, prioritizing multiple work assignments, meeting strict and demanding deadlines, taking initiative, and exercising adaptability to changing priorities independently and with minimal supervision.
- Demonstrated ability maintaining a professional demeanor and providing timely and reliable customer service. Must have the ability to work cooperatively and professionally with a variety of individuals.
- Good judgment regarding complex and politically sensitive matters; experience maintaining confidentiality, while sharing the right information with the appropriate people.
- Strong oral and written communication skills for a diverse audience. Ability to communicate professionally, diplomatically, and tactfully using a variety of communication methods.
- Strong attention to detail and good grammar/editing skills.
- Ability to review processes, develop recommendations, and implement new processes and procedures related to administrative functions. Experience in problem solving, research, and analysis and assessment of information.
- Must be a self-starter with strong motivation, who is able to operate effectively in uncertain situations and takes on new opportunities and tough challenges with a sense of urgency and enthusiasm.
DESIRABLE QUALIFICATIONS INCLUDE:
- An associate's or bachelor' degree.
- Working knowledge of County and departmental correspondence, records management, and public disclosure procedures.
- Expert proficiency in Microsoft Word, PowerPoint, Outlook, Excel, SharePoint, and Teams with demonstrated experience working with complex computer programs and database systems.
- Three (3) or more years' experience providing administrative support to a management level position such as a program or section manager, chief of operations, or director.
- Experience in using Miro, Planner, Monday.com, virtual white boards, or other team resource planning tools.
Additional Requirements: Candidates being considered for this position maybe required to complete skills testing.Supplemental Information
APPLICATION PROCESS:
Applications will be reviewed after the job posting closes. The following items are REQUIRED to be considered for these positions:
- An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties.
- Responses to supplemental questions.
- Resume
- Cover Letter
Please do not use "see resume" in your application or answers to supplemental questions as these will be considered incomplete.
Please do not copy and paste your entire resume, or copy and paste your entire job history, as your answers to the supplemental questions as these will be considered incomplete. Your application may be rejected as incomplete if you do not include the standard information in the application. Providing information only in a resume will not be considered a complete application.
SELECTION PROCESS: Initial screening will be based upon a review of application materials. Candidates determined to be most competitive based upon the initial application review will proceed to the interview phase of the selection process. The interview phase may include a written exercise and/or a computer-based skills testing to demonstrate writing skills and computer proficiency.
WORK LOCATION: The work associated with this position will be performed through a hybrid work model that will require both onsite and remote work. The ratio of remote to onsite work will be dependent on business needs and is subject to change.
The primary onsite work location for the Administrative Services Division Position is the King County Courthouse at 516 3rd Avenue, E245, Seattle, WA, 98104. However, candidates must be willing and able to report to work at different secured detention facilities in Seattle and Kent.
The primary onsite work location for the Community Corrections Division Position is at 400 Yesler Way, Suite 260, Seattle WA 98104. However, candidates must be willing and able to report to work at different secured detention facilities in Seattle and Kent.
Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and, when working remotely, must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.
WORK SCHEDULE: This position is non-exempt under the provisions of the Fair Labor Standards Act and is overtime eligible. Standard work hours are Monday through Friday, 8:00 a.m. - 5:00 p.m.; however, hours may be subject to change. Adjustments may be considered for the successful applicant. Occasional but infrequent evening and/or weekend work may be required.
WHO MAY APPLY: This appointed position is open to all King County employees only who meet qualifications. Completion of the full King County application and supplemental questionnaire is required. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact the recruiter listed on this job announcement.
To apply, go to http://www.kingcounty.gov/jobs. For assistance with the online application process, please contact NEOGOV (Governmentjobs.com) Customer Support toll free at 1-877-204-4442.
DEPARTMENT CONTACT: Questions regarding this announcement or position may be directed to Jackie Smith, DAJD Sr. Human Resource Analyst, at 206-263-3379 or via email at jacsmith@kingcounty.gov.
SPECIAL REQUIREMENTS: It is a hiring requirement that all staff employed by DAJD successfully pass a thorough background investigations process, which includes fingerprinting, criminal history check, reference checks, and other tests as deemed necessary.
UNION REPRESENTATION: This position is not represented by a collective bargaining agreement.
Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.Application Process If you are interested in pursuing this position and supporting King County’s vision for unified, equitable, and high-performing government, please follow the application instructions carefully. Provide us with your work history as applicable, ensuring that you provide details that highlight your ability to fulfill the requirements for this position. If you need this announcement in an alternate language or format, or you would like to request accommodation or assistance in the application or assessment process, please contact Jaclyn Smith, Sr. HR Analyst at jacsmith@kingcounty.gov or at 206-263-3379. King County's Vision, Mission, and ACTIVATE Values unite us. King County serves residents with a relentless sense of urgency, delivering on commitments with transparency and accountability. We are action-oriented, creative problem solvers who collaborate across roles, engage directly with communities, and challenge the status quo to achieve meaningful impact. As a unified team, we uphold high ethical and stewardship standards, embrace change, stay curious, and continuously improve. Across all interactions, we listen first, act quickly, and stay aligned as a team to earn and sustain public trust. Learn more about our Vision, Mission, and ACTIVATE Values here and visit our Why work at King County page here. King County is an Equal Employment Opportunity (EEO) Employer No person is unlawfully excluded from employment opportunities based on sex, race, color, national origin, ethnicity, religious affiliation, disability, sexual orientation, gender identity or expression, age except by minimum age and retirement provisions, pregnancy, status as a family caregiver, parental status, marital status, military status or status as a veteran who was honorably discharged or who was discharged solely as a result of the person's sexual orientation or gender identity or expression, citizenship or immigration status, genetic information, or other protected class. However, to the extent that distinction or differential treatment on the basis of citizenship or immigration status is authorized by either federal or state law, regulation, or government contract, it is not an unfair practice. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.
Benefits
King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:
- Excellent medical, dental, and vision coverage options: King County provides eligible employees with options, so they can decide what’s best for themselves and their eligible dependents
- Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
- Retirement: eligible King County employees may participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
- Transportation program and ORCA transit pass
- 12 paid holidays each year plus two personal holidays
- Generous vacation and paid sick leave
- Paid parental, family and medical, and volunteer leaves
- Flexible Spending Account
- Wellness programs
- Onsite activity centers
- Employee Giving Program
- Employee assistance programs
- Flexible schedules and telecommuting options, depending on position
- Training and career development programs
For additional information about employee benefits, visit our Benefits, Payroll, and Retirement Page.
This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.
NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.
