Office Assistant 3 - Health Services - MCC

Full Job Description

The Office Assistant 3 position works under the direction and supervision of the Administrative Assistant 3 for the Health Services Department at Monroe Correctional Complex.

This position requires independent performance of complex clerical assignments involving substantive knowledge of a variety of regulations, rules, policies, processes, and procedures.

Work performed includes secretarial support duties, i.e.

typing, data entry, correspondence preparation, electronic recordkeeping, filing, copying, scanning, mail sorting, shredding, inventory, and supply ordering.

• A detailed resume
• A cover letter
• Three professional references

Requirements

• • Ensures Health Services Kites are accurately logged, and tracks response timeframes in accordance with federal and state statutes, regulatory standards, DOC policy directives, operational memoranda, and health services department processes and procedures.
  • Establishes and maintains electronic and physical recordkeeping and database filing systems.
  • Reviews documents and records.
  • Follows up with health services staff.
  • Processes, prepares, verifies, and coordinates reports.
  • Use of Offender Management Network (OMNI) system.
  • Responds to inquiries.
  • Understands and maintains confidentiality.
• Clerical Support to the MCC Health Services Resolution Specialists.
  
  • Assists in the resolutions process and provides administrative support.
  • Performs resolutions mail pickups.
  • Performs data entry, typing, and scanning.
  • Prepares, reviews, and verifies resolution complaints and coordinating appeals.
  • Establishes and maintains electronic and physical recordkeeping and database filing systems.
  • Prepares and stamps mailing envelopes.
  • Responds to inquiries.
• Clerical Support to the Administrative Assistant 3 and Health Services Manager 3.
  
  • Performs word processing tasks, uses spreadsheet and internal software and database programs.
  • Establishes and maintains electronic and physical recordkeeping and database filing systems.
  • Prepares, reviews, and processes reports.
  • Composes correspondence.
  • Taking/recording and disseminating meeting minutes.
  • Meet required deadlines.
  • Performs regular scanning, copying, faxing, filing, and shredding as needed.
• Other duties as assigned and necessary.
  
  • Performs other duties and special projects as required.
    
  • Participates in Health Services Place Safety Muster.

Qualifications

• Ability to type a minimum of 40 words per minute.
• Intermediate word processing and spreadsheet skills.
• Handle stressful environments: Adapt to and positively handle the stress of a high-paced work environment.

Multi-Task: Ability to multi-task, prioritize and complete work assignments in a fast paced, detail-oriented environment.Share information appropriately: Maintain confidentiality of information learned through position that is protected by Department of Corrections policy, federal and/or State law.

Keep supervisor informed of need-to-know items; share complete and accurate information.

• Policies & procedures: Know, understand, and consistently demonstrate ability to follow all applicable agency policies, procedures, and guidelines related to custody and security. Stay current as policies and procedures change.
• Team player: Demonstrate team approach to providing excellent-customer service. Communicate effectively both internally and externally. Promote inclusiveness.

Foster a positive attitude: Demonstrate openness toward the ever changing social and cultural makeup of the workplace.

Work effectively with men and women of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.

Respectfully acknowledge people's differences and recognize these differences as important and valuable. Be culturally sensitive and appropriate. Respect and value diverse backgrounds and traditions.

Preferred Qualifications:
• High school diploma or equivalent
• AND Two (2) years of clerical experience.
• Equivalent education/experience.

Additional Information

Please include a minimum of three professional references with your application:

• The Department of Corrections defines a professional reference 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.
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!

Many DOC jobs are covered by the Public Safety Employees' Retirement System (PSERS).

If someone moves from a Public Employees Retirement System (PERS) eligible position to a PSERS eligible position, they actually retire under two different systems/plans.

For more information, please contact the Department of Retirement System at: 1-800-547-6657.

Additional Information:

• The mission of DOC is to improve public safety. For additional information about the agency, please visit doc.wa.gov.
• 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 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.
• 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 of the date of hire.

When positive tests result, further information, testing and treatment may also be required. Employment is not contingent upon test results.

• If this position is included in a Union Shop, employees will be required to become members within thirty (30) days of employment.
• Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.
• Salary is based on experience and is determined at the time a final offer of employment is made. The salary range listed in the job posting includes Steps A-M. Step M is a longevity step and is typically gained six years after being assigned to Step L in your permanent salary range.

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 fromwww.wes.organdwww.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.

• This recruitment could be used to fill multiple permanent or non-permanent positions.

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.

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 visitwww.uscis.gov.
Our Mission: To improve public safety by positively changing lives.
Our Vision: Working together for safer communities.
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.
We are committed to hiring individuals who possess the following 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, lifestyle preferences 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 diversity, 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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email zenon.mateyka@doc1.wa.gov or call at 509.290.7123. For TTY service, please call the Washington Relay Service at 7-1-1 or 1.800.833.6388.