Office Assistant 3 - Wcc Records

Office Assistant 3

Office of the Deputy Secretary - WCC Records Unit
Shelton, Washington

This position is not eligible to telework.

The Washington State Department of Corrections is seeking a highly motivated and qualified individual to fill a permanent Office Assistant 3 (OA3) position within the Washington Corrections Center (WCC) Records Unit located in Shelton, WA. This recruitment may be used to fill multiple vacancies over the next three (3) months.
Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State DOC professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all individuals under DOC jurisdiction can learn to make choices that contribute to a safer society.
Our mission at the Department of Corrections (DOC) is to 'improve public safety by positively changing lives'. With a vast number of innovative sustainability programs, and evidence-based practices used to reduce recidivism, Washington State is highly regarded as a strong leader in the field of Corrections. For additional information about the agency, please visit doc.wa.gov.

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 how you meet the qualifications for this position,
  2. A detailed chronological resume; and
  3. 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.
• Click "Accept & Submit" to submit your application.

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.

As part of the WCC Records Unit Team, this position independently performs a variety of complex clerical projects and assignments at the facility. The OA3 provides manifests of all incoming individuals from county jails to include DOC violators; assists with intake of all individuals transferring out and thru WCC, archives hard copy legal files, provides fingerprint cards with current prison convictions to Washington State Patrol for every individual sentenced to prison, provides manifests of facility to facility transfers, manages all court orders for incarcerated individuals to appear.
Work Assignments Include:

• Process information for all incoming movement
  • Analyze and research information on all incoming individuals from county jails making determination on commitment type.
  • Complete and post daily lists of incoming individuals to WCC SharePoint.
  • Assign DOC numbers and update OMNI.
  • Communicate and coordinate with DOC Transportation, county jails, HQ Violator's Desk, and WCC Receiving to ensure correct individuals are coming to WCC.
  • Review Notifications from WSP and FBI and enter personal information missing.
  • Split legal papers and process for sentence structure entry and scanning.
• Complete and distribute paperwork for all outgoing manifests.
• Verify the manifests for accuracy and make corrections when necessary.
• Notify necessary personnel of all updates to the manifest to ensure proper movement.
• Notify necessary personnel of all court orders and releases to include:
  • Request and distribute the required paperwork for individuals to be transported to court hearings.
  • Review Orders of Release documents and outgoing movements for accuracy and completeness.
• Request and build Transfer Orders to return to incarcerated individuals back to appropriate facility upon completion of court.
• Scan appropriate documents to parent facility and OnBase for incarcerated individuals returning from court.
• Sort and distribute incoming mail.
• Assign Kites and Kiosks to records personnel.
• Mail out Kite responses.
• Process incarcerated individuals DD214 (Veteran's documentation), Health Benefits, and DOL ID cards.
• Answer phone in a professional manner, providing answers when possible and transferring calls or taking messages when needed.
• File, route, and scan legal Records documents.
• Process and index documents.
• Process information for all incoming movement.
• Prepare and process central files for transport, release transfer or archive.
• Prepare and process fingerprints and central files.
• Other duties as assigned.

Required Qualifications:

• High School diploma or equivalent.

All staff entering into employment with the Department of Corrections must possess the following values at the time of hire:

• 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

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.

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

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
• 12 days of paid sick leave a year
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

Additional Information:

• 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. 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.
• This position may be represented by a Union shop.

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, email DOCHREBSSRHRSupport@doc1.wa.gov or call us at (360) 515-8622. For TTY service, call the Washington Relay Service at 7-1-1 or 1-800-833-6388.