Office Assistant 3 | WCC

Full Job Description

Office Assistant 3 | Records

Full Time | Permanent

Location: Washington Corrections Center | Shelton, WA

Salary Range: $3,936 - $5,213 Monthly

This position is represented by the Teamsters 117 bargaining unit.

The candidate of choice must be comfortable working in a correctional facility as you will be required to work at the Washington Corrections Center daily as this position is not eligible for telework.

The Washington State Department of Corrections is seeking a highly organized, detail-oriented professional to join the Records Team at the Washington Corrections Center (WCC) as an Office Assistant 3!

This is a mission-critical role that supports the safe, lawful, and efficient movement of individuals through the correctional system.

If you thrive in fast-paced environments, value accuracy, and take pride in meaningful public service, this position offers the opportunity to make a real impact behind the scenes.

Washington Corrections Center is located 35 miles west of Olympia, the state capital.

WCC is the Reception and Diagnostic Center, a close-custody facility with the primary responsibility to process, test, and classify all adult male felons sentenced to prison in Washington State.

The facility has seven living units and houses 1,700 incarcerated individuals. There are about 500 incarcerated individuals screened and assessed each month.

WCC is also the major hub for transfer of incarcerated individuals to and from facilities throughout the state.

Because this position handles confidential court and correctional records, integrity, discretion, and exceptional attention to detail are essential.

You will be entrusted with information that has a direct impact on people’s lives, institutional operations, and public safety, making this role both highly responsible and deeply meaningful.

We are looking for someone who brings strong administrative skills, knowledge of office systems and procedures, and the ability to work independently while staying organized under pressure.

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:

Requirements

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:

• Preparing and processing central files for transport, release or archive which could include:
  • Preparing, packing and sending mail including central or medical files to other facilities or regional records offices and chrono entry in OMNI
  • Unpacking central or medical files from incoming transports, regional records offices, or archiving units and chrono entry in OMNI
  • Ordering central and medical files based on admission type
  • Accurately file central files on the retrievers in DOC order
  • Breaking down central files into multiple volumes that are too large and unmanageable
  • After release, sending central files to the proper regional records office or maintain at our facility for archiving
  • Archiving incarcerated individuals’ central and medical files and maintain them in a secure setting
• General Office Duties
  • Answer phone in a professional manner, providing answers when possible and transferring calls or taking messages when needed
  • Familiarity with legal Records documents in order to file in central file, route appropriately, or scan in the OnBase system
  • Filing
• Incoming Desk
  • Process information for all incoming movements
• Court Order/Release Desk
  • Processing information for all outgoing movement as it pertains to a court order/release
• Scan Desk
  • Process and index documents
• Fingerprint Card Desk
  • Prepare and process fingerprints and Central Files
• Receiving/Intake
  • Prepares for daily incoming admissions: ID sheets
  • Assist in processing incoming transport by interviewing incarcerated individuals, taking photos, and making identification cards
• Other duties as assigned
  • Other duties as assigned by the Correctional Records Manager, Correctional Records Supervisor or Correctional Records Technician Lead
  • Respond to incoming correspondence such as kites or kiosks
  • Back up other OA3 Records Desks during leave or vacancies

Qualifications

What we need (required qualifications):

• High School diploma or equivalent

What will make your application stand out (preferred qualifications):

• Two (2) years of clerical work
• Experience in a correctional setting

Conditions of Employment:

• Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
• May require ability to sit and/or stand for an extended period of time
• May require extensive computer work for long periods of time
• May be required to assemble, package, lift or relocate files for archiving and/or transporting that may weigh up to forty (40) pounds
• Duties will include stooping, kneeling, or crouching

Additional 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.

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.

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.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email mackenzie.conley@doc1.wa.gov or call us at 509-630-9160. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.