Office Assistant 3 (B293)

Full Job Description

Do you have a heart for public service, good communication skills and enjoy working in a fast-paced environment? If you answered yes, the Washington State Department of Corrections may have the next a career opportunity for you! The Comprehensive Case Management team is searching for a dynamic and professional Office Assistant 3 to join their team.

Under the direction of the Violator Manager the Office Assistant 3 provides administrative support to the Violator Manager and under the direction of the Senior Director of Comprehenseive Case Management provides administrative support to additional units within CCM including Headquarters Classification, Mission Housing, Case Management Services, Law Enforcement Notification, and Transportation. This position is critical to the work of Comprehensive Case Management to support the department’s mission to improve public safety by positively changing lives.

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.

Application Process:
To begin the online application process:

• 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:
  1. A cover letter outlining your qualifications.
  2. A detailed chronological resumé; and
  3. At least three (3) professional references
• 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.

Click "Accept & Submit" to submit your application.

Requirements

Duty:

Provide complex clerical support to managers within Comprehensive Case Management unit with a primary role of supporting the Violator Manager.

Tasks include:

• Receives general supervision from the Violator Manager, carries out assigned responsibilities/clerical duties independently within established guidelines.
• Prepares agency documents such as purchase and supply requesitions, personnel and/or payroll forms, time and leave records, and expense accounts (TEMS); performs math calculations in the completion of forms and records for the Violator Manager.
• Reviews online data bases and/or telephonically contacts other agencies for tracking purposes.
• Provides assistance to manage violator capacity throughout the state.
• Reseach and document existing capacity and provide written reports to stakeholders daily.
• Track and update daily movements of violators on jail transfers.
• Accurately enters data, update written and electronic notes as necessary.
• Responsible for scanning and indexing for OnBase.
• Maintains office equipment and supply inventory; maintains records relating to receipt and issuance of materials or equipment for the Violator Manager.
• Reviews unit documents for accuracy and completeness.
• Establishes and maintains filing system for the Violator Manager; prepares records for storage and/or archiving.
• Composes routine correspondence; proofreads and/or finilizes letters, or other documents for approval and/or signature.
• Assists with the arrangement of travel and accommodations.
• Compiles and prepares data or reports from a variety of sources in accordance with specific instructions.
• Audit biling reports from contract jails and coordinates with the fiscal office to ensure payments are accurate and timely.
• Performs related work as assigned by the Violator Manager.

Duty:

Respond to inquiries by telephone and written correspondence for the Comprehensive Case Management Unit.

Tasks include:

• Research and respond to incarcerated and supervised individual inquiries.
• Research and respond to inquires from DOC staff, other agency staff and County Jail staff to explain and clarify policy requirements, processes and procedures, answer questions and/or direct inquiries as appropriate.
• Monitor County Boarder mailbox for incoming requests and actions.

Duty:

General office tasks.

Tasks include:

• Develop, maintain, and revise basic office procedures.
• Maintain efficient record keeping and document filing system and proposed modifications and revisions as necessary.

Qualifications

Required qualifications:

• High School Graduate or equivalent and,
• One (1) year clerical, office support, or similar experience and,
• Intermediate user of Microsoft Word, Outlook and Excel and,
• Intermediate keyboarding skills and,
• Experience working with data systems.

Preferred/Desired Qualifications:

Intermediate experience using TEAMS, OMNI, SharePoint, OnBase, TEMS, Tracks and CeConnect.

Additional Information

• Mission: The mission of DOC is to improve public safety by positively changing lives.
• Our Vision: Working together for safer communities.
• Our Commitment: To operate a safe and human corrections system and partner with others to transform lives for a better Washington.
• Our Core Values:
  1. 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.

  2. 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.
  3. 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.
  4. Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.

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

IMPORTANT NOTES:

Please include a Letter of Interest, Resume, AND include a minimum of three professional references with your application.

Failure to provide this information will result in your application not being considered for this position.

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.

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

YOUR ANSWERS TO SUPPLEMENTAL QUESTIONS MUST BE SUPPORTED BY THE WORK EXPERIENCE SECTION OF YOUR APPLICATION. Resumes will not replace the "Work Experience" section of your application.

You may be disqualified if your work experience does not include information used to: 1) Meet the minimum qualifications of the job, and 2) Back up your answers to the supplemental questions.

Only complete applications will be considered. BE SURE TO ANSWER ALL SUPPLEMENTAL QUESTIONS AND ATTACH ALL REQUIRED DOCUMENTS.

Prior to a new hire, a background check including criminal record history will be conducted. 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 in close proximity to 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 may also be required. Employment is not contingent upon test results.

This position may be represented by a Union Shop.

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:

• 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!

We are committed to hiring individuals who possess core diversity competencies:

• Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.
• Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, genders, sexual orientations, and social, ethnic and cultural backgrounds.
• Respectfully acknowledge people's differences and recognize these differences as important and valuable.
• Promote inclusiveness.
• Be culturally sensitive and appropriate.
• Respect and value diverse backgrounds and traditions.

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. 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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email kfallison@doc1.wa.gov or call us at (360) 485-3154. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.