Office Assistant 3

Full Job Description

Office Assistant 3 (Teamsters) | CCCC

Full Time | Permanent

Location: Cedar Creek Corrections Center (CCCC) | Littlerock, WA

Please carefully read this posting in its entirety, as it contains important information for candidates.

The Department of Corrections is seeking a highly motivated and qualified individual to fill one (1) permanent position for an Office Assistant 3 at Cedar Creek Corrections Center in Littlerock, WA.

This position works under general supervisor of the Administrative Assistant 4, independently performing a variety of complex clerical projects and assignments, establishing manual or electronic record keeping/filing system and/or database files, and responding to inquiries requiring substantive knowledge of office/departmental policies and procedures in support of the Department of Corrections mission, to improve public safety and supports the Superintendent's Office.

AGENCY PROFILE:

The Department of Corrections, as a partner in the criminal justice system, enhances public safety, administers criminal sanctions and programs in accordance with the law, and provides leadership for the future of corrections in Washington State.

The Department consists of the Office of the Secretary, Prisons Division, Community Corrections Division, Administrative Services Division, and Health Services.

The Department employs over 7,600 staff and has a biennial budget of approximately $1.6 billion.

CCCC is a 480-bed male facility. The facility is located in the Capital Forest 20 miles south of Tumwater.

CCCC is co-located with the Department of Natural Resources and is a minimum-security facility.

This facility houses minimum security incarcerated individuals and offers treatment, work, and vocational programs to help ready incarcerated individuals to transition back into the community.

CCCC is a sustainability prison; some of the many programs include rehabilitation of ailing Western Pond Turtles, raising bees, training service dogs, and composting.

The site includes two living units, a health clinic, education buildings, a gymnasium and support facilities.

All incarcerated individuals work at this facility either on an off-site work crew or within the facility grounds.

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 I/I’s can learn to make choices that contribute to a safer society.

HOW TO APPLY
Complete the online application accessible via the 'Apply' button located at the top right corner of this posting and attach the following:

• A cover letter outlining how you meet the qualifications for this position,
• A detailed chronological resume,
• A copy of your unofficial college transcript (if using college credits or degree to qualify for position) and

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.

If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.

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.



Applicants wishing to claim Veterans’ Preference should attach a copy of your DD-214 (member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to your online application.

Do not include any personal photos or personally identifiable data within your application packet, such as a driver’s license or social security number.

Requirements

Department of Corrections OA3’s keep our agency moving with their attention to detail and general administrative skill.
Duties include, but are not limited to:

• Review all Incident Reports to include labeling, logging into spreadsheet, scanning into appropriate folder and filing into binder
• Provides clerical support for projects and routine work assignments for the Administrative Assistant 4 (AA4) and Administrative Corrections Specialist 2 (CS2) to include:
  • Kites – Reviews and date stamps all incoming kites, coordinating with the Administrative Assistant 4, logging into spreadsheet, scanning and saving into appropriate folder filing into binder.

  Policies – Assists Adminintrative CS2 in keeping the Policy Directives, monthly Policy Manual Indexes, and Emergency Management System (EMS) Policy Indexes accurate and current by printing and filing them into binders.

  Assists with keeping Ombuds Monthly Outcome Reports (MOR) up-to-date and posted in the Cascade/Olympic Living Units and Alpine Building’s Resource Room for incarcerated individual accessibility.

  • Office Memorandums (OM) – Assists Administrative CS2 in preparing for Executive Management Meetings the copies of up-to-date OMs, supports and backs up the facility’s SharePoint Administrator (CS2) by uploading completed and signed off OM’s to CCCC’s SharePoint site, distributing, printing, and filing them into binders
• Scanning and filing
• Answer all incoming calls to CCCC on multi-line phone in a professional, courteous, and timely manner, always maintaining a positive and helpful attitude.
• Provide answers to questions and transfer calls to appropriate staff throughout the institution to ensure callers get answers to their questions within established public disclosure guidelines, policies, etc.

• Office Support and Assistance

• Backup to the OA3 in records




Qualifications

High school graduation or equivalent education
AND
Ability to work competently in Microsoft Word and Excel and to learn job specific DOC programs needed to do work assignments.

Preferred/Desired


Two years of clericial experience.

Data base experience; typing; filing; verbal and writing skills.

Knowledge of computers and Microsoft Office Programs.

Additional Information

Supplemental Information

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.

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.




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:

• This recruitment may be utilized to fill more than one position.

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.

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 will also be required. Employment is not contingent upon test results.

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

• 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.

If authorized for the role, 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:

• 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!




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.

OR

PSERS: 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.




For questions about this recruitment, or to request reasonable accommodation in the application process, please email kimberly.pena@doc1.wa.gov or call us at 360-359-4062. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.