Office Assistant 3
Full Time | Non-Permanent
Location: West 2 Tacoma Regional Records | Tacoma, WA
Salary Range: $3,849 - $5,124 Monthly
These positions are represented by the Washington Federation of State Employees.
This recruitment will be used to fill multiple positions.
The Washington State Department of Corrections is seeking two (2) highly organized, detail-oriented professionals to join the Washington State Department of Corrections West 2 Tacoma Regional Records team as an Office Assistant 3 (OA3)! These non-permanent positions are anticipated to last up to 6 months.
The Records Division mission is to accurately apply legal court document information for the Department of Corrections (DOC), the public and individuals so they can trust the established jurisdiction for those in our care and custody and for the community.
In this role, you will work with the Correctional Records Team and provide administrative support. We are looking for someone who brings strong administrative skills, knowledge of office systems and procedures, and who thrives in a collaborative team environment. If you are excited to begin or grow a career in public service and want to play a vital role in keeping the justice system running smoothly, this is an opportunity to step into work that truly matters.
A completed application packet will include:
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A cover letter regarding your interest for this position with our agency
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A detailed resume
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Three professional references
Application Process
To begin the online application process:
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Click the green 'Apply' button on the job posting and sign in or create an account.
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Complete your application.
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Please be sure to attach the following to your application:
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A cover letter outlining how you meet the qualifications for this position,
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A detailed chronological resume; and
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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. Ifyou do not have any or sufficient professional references, please include non-related professionals, such aseducators or other professional associates.
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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.
As a member of the Records Team, under the direction of the Statewide Records Manager, this position was established to provide administrative support to the records unit which is comprised of 1 Records Management Supervisor (RMS), 2 Correctional Records Supervisors (CRS), 1 Administrative Assistant 3 (AA3), 2 Correctional Records Technician (CRT) Leads, and 12 records Correctional Records Technicians (CRT); incumbent works as a part of the support team for the purposes of providing general office functions per departmental policies and procedures.
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.
As an Office Assistant 3, some of your duties will include:
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Archiving Prison Files and Medical Files
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Pull central and medical files from the large and small file rooms and place them into boxes by DOC or Barcode number order.
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Ensure all loose filing has been secured in the file.
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Determine if the individual is a sex offender, is considered historical, or was an Asbestos worker.
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Determine the date the last prison cause ended
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Process both the central and the medical files together and put them back into boxes for transfer to the Archive Retention Unit.
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Process Mail and Reception
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Process incoming and outgoing mail.
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Process loose filing.
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Chrono and distribute incoming and outgoing incarcerated and/or supervised individual files.
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Answering the main records phone line and routing calls to the appropriate staff.
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Index and Scan Documents into OnBase Imaging System
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Process Criminal History Records Information
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Other Assigned Duties as Requested
Required:
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High School diploma or GED
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Valid driver’s license
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Ability to lift and relocate up to thirty-five (35) pounds.
Desired/Preferred:-
Two years of general clerical, keyboard/typing, data entry experience or comparable college or business school coursework.
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Proficient use of Microsoft Word, Outlook, and Excel.
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Skilled at performing general office duties.
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Knowledge in scanning, downloading documents, and/or snipping tools.
Special Requirements/Conditions of Employment:-
Skills test: must be able to satisfactorily complete West 2 Tacoma Records Unit competency test.
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.
IMPORTANT NOTES:
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This recruitment may be utilized to fill more than one position.
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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.
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Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
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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.
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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.
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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.
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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.
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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.organd www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
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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
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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.
Telework Details
This position may be allocated for telework. 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:
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Remote/telework/flexible schedules (depending on position)
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Up to 25 paid vacations days a year
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8 hours of paid sick leave per month
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12 paid holidays a year
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Generous retirement plan
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Flex Spending Accounts
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Dependent Care Assistance
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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
[email protected] or call us at 360-515-8622. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
