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Office Assistant 3 - Non-Perm - CBCC
State of Washington
Dept. of Corrections
Location
Washington, 98504
Salary
$3,936 - $5,213
per month
Type
Closes
March 17, 2026
Job Description
Summary
This non-permanent office assistant role at a Washington state correctional center involves managing health records for inmates, handling requests for medical information, and supporting the healthcare team with filing and administrative tasks.
It requires working independently to ensure records are accurate, secure, and compliant with privacy rules.
A good fit would be someone detail-oriented with experience in office work, especially in healthcare or records management, who can handle sensitive information responsibly.
Key Requirements
- Experience with health records management and ensuring accuracy and completeness of documents
- Proficiency in using electronic systems like OMNI for researching and maintaining records
- Knowledge of HIPAA and departmental protocols for handling records requests and privacy
- Strong organizational skills for daily filing, workflow planning, and meeting deadlines
- Ability to communicate effectively with staff, resolve issues, and provide on-the-spot guidance
- Experience tracking communications, such as kites, resolution requests, and external stakeholder interactions
Full Job Description
Office Assistant 3 (Non-Permanent)
Clallam Bay Correctional Center
Clallam Bay, Washington
Hourly salary range: $22.62-$29.96
Monthly salary: $3,936.00-$5,213.00
Schedule: 8:00am-4:30pm (0800-1630) Monday-Friday (Saturday/Sunday off)
The Department of Corrections is seeking a highly motivated and qualified Office Assistant 3 for the Clallam Bay Corrections Center located in Clallam Bay, Washington
This position supports the Health Services mission to provide medically necessary health care that promotes wellness by effectively supporting health records functions.
This position works independently in concert with staff to perform essential duties associated with the Health Services Unit records system.
At the Department of Corrections, we value our staff and understand how important they are to our patients and their families. Additionally, we offer a great benefit package along with opportunity for professional and personal growth.
The mission of the Department of Corrections is to 'improve public safety by positively changing lives". For additional information visit our website at doc.wa.gov.
Application assessment will be ongoing; the hiring authority reserves the right to offer the position at any time during the recruitment process. It’s the applicant's advantage to apply as early as possible. This recruitment could be used to fill multiple permanent or non-permanent positions.
Requirements
Kite, resolution request and external stakeholder (OCO, DRW, Etc) tracking- Ensure kites, resolution requests and external stakeholder communications are accurately logged, responded to timely and filed if appropriate for HS staff.
- Reviews kites and resolution requests for completeness, accuracy, signatures. Follows up with Health Services staff when document is incomplete. Provides on-the-spot instruction to bring document into compliance. Ensure documents are formatted correctly.
- Use of OMNI system to research and maintain accurate health record integrity.
- Daily filing of all appropriate documentation into the patient health record. Ensure documentation from community facilities are reviewed and signed by referring provider before filing.
- Responds to health records requests from outside sources. Ensures request meets HIPAA and DOC protocols. Research health record to ensure only information requested is transmitted.
- Maintains database to record requests and disposition of requests in shared drive.
- Prepares correspondence in accordance with departmental regulations in regard to records requests.
- Answers requests for authorized personnel for information recorded in patients’ records in accordance with prescribed policies.
• Prepare health records for provider/practitioner appointments and review as needed.
- Provide requested information to statewide and facility resolution specialists. Request information as needed.
- Plan and organize daily workflow in coordination with staff and facility needs; meet deadlines and the needs of the unit.
- Participate in Health Services Quality Improvement activities as appropriate.
- Participate in Health Services Place Safety Muster as appropriate.
Qualifications
Required Qualifications:
- High school diploma or equivalent AND one year verified clerical/office experience.
- Experience working in a clerical or customer service position in a healthcare setting; knowledge of and/or ability to learn
and understand medical terminology. - Proficient in basic computer and office skills.
- Demonstrated organization and time management skills.
- Ability to interpret intent of policies, procedures, written and verbal communication.
- Ability to think critically and resolve conflict in a professional and rational manner.
Desired Qualifications:
- Experience as a clinical scheduler.
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 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.
- 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.
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.
IMPORTANT NOTES:
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.
- 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.
- This position may be represented by a bargaining unit.
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.
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.
- 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.
- Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds.
- Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
- 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.
- 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.
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.
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
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, 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.
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!
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.
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.
For questions about this recruitment, or to request reasonable accommodation in the application process, please email mgtrujillo@doc1.wa.gov
For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.
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