OFFICE ASSISTANT 3 - State of Washington : Job Details

Office Assistant 3 (OA3)

Permanent and non-permanent positions

Department Stafford Creek Corrections Center (SCCC)

Aberdeen, WA

The Department of Corrections is seeking highly motivated and qualified individuals for Office Assistant 3 (OA3) positions at Stafford Creek Corrections Center in Aberdeen, Washington. Currently we are filling Office Assistant 3 positions in various areas of our facility. Office Assistant 3's play a critical role in providing administrative support to units and programs throughout SCCC including Housing Units, Clerk Pool, Community Partnership Program Coordinator's office, and Records Office.

This recruitment may be used to fill current and future non-permanent and permanent vacancies in any of the areas listed above. We encourage applicants to apply early. The hiring authority reserves the right to make a hiring decision at any time after the initial screening date November 11, 2024.

If you are excited to make a difference in the lives of others and join a team that works towards a meaningful purpose, apply to be an Office Assistant 3 (OA3) at SCCC with the Department of Corrections (DOC). Stafford Creek Corrections Center is a 1,936-bed multi-custody facility located five miles west of Aberdeen, on the southern Washington Coast. There are seven living units for medium and minimum long-term custody Incarcerated Individuals and an intensive management unit for maximum-custody Incarcerated Individuals. SCCC was Washington State's first tobacco-free facility for both staff and Incarcerated Individuals. 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 Incarcerated Individuals can learn to make choices that contribute to a safer society.

AGENCY PROFILE: For additional information about our agency, please visit doc.wa.gov.

Join our team to be part of an organization that is dedicated to offering opportunities for career advancement and personal growth! DOC offers:

* Flexible schedules

* Comprehensive compensation packages

* Benefits package

* Training and development opportunities to continue building your career with us.

Apply today to join our team and start making a real difference in your community!

Application Process

Begin your application process online at www.careers.wa.gov :

* 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:

* A cover letter outlining how you meet the qualifications for this position,

* A detailed chronological resume; 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.

* 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.

Housing Unit Office Assistant 3:

Under the direct supervision of a Correctional Unit Supervisor, this position supports the DOC mission by performing complex clerical functions and support of a Correctional Custody Officer 3, Classification Counselors, and Correctional Officers. This position also performs other delegated clerical duties as assigned/needed as a positive member of an effective living unit teams, in a collaborative effort to improve public safety.

As the Housing Unit Office Assistant 3 some of your duties will include:

Provide Administrative Support

* Uses clerical knowledge and judgment for assigning, typing, editing, drafting, proofreading and distribution of standard, confidential and sensitive material regarding staff and incarcerated individuals assigned to a custody living unit.

* Updates unit picture card book.

* Scan completed documents into ONBASE

* Enter sign-up sheets into the callout program.

* Submit work orders as needed

* Update and print paddle boards daily

Provide administrative support for other areas as needed

* Provides administrative support to other areas when there is a need due to annual leave, sick leave, or vacancy

Clerk Pool Office Assistant 3:

Under the direct supervision of the Correctional Specialist 1 (CS1) this position performs complex computer tasks, clerical functions and supports the CS1, T building staff and other staff within the facility. This position performs delegated duties as assigned as a positive member of the Jobs Department team in a collaborative effort to improve efficiency, accountability, and worker safety.

This position plays a vital role in improving public safety by positively changing lives through supporting the CS1 and unit staff to ensure appropriate processing and accuracy of incarcerated individuals' job information, infraction history, sentence structure, incoming and outgoing incarcerated individual's movements into Stafford Creek Corrections Center (SCCC) and tracking payment for unit employment for yearly statistics.

As the Clerk Pool Office Assistant 3 some of your duties will include:

Gather, document, and interpret incoming data of jobs assigned, reassigned, and terminations.

* Use computer skills, clerical knowledge, and judgement for assigning, typing, editing, drafting, proofreading, and distribution of standard, confidential, and sensitive material regarding incarcerated individuals (I/I)

* Using template documents, written notes, and oral instructions: Prepare all documents required, proofread all work and correct spelling, punctuation, and grammar prior to distribution

* Chrono all incoming and outgoing paperwork for CS1

* Track and upload Correctional Industries (CI) Hub form approvals and denials in SCCC shared files

* Track incoming and outgoing chain arrivals

* Print T building schedule for daily movements for multiple departments within T building.

* Open/unlock and close/lock clerk pool area every morning and evening

* Schedule rooms for trainings, meetings, interviews on Outlook for CS1; CI Interviews; Americans with Disabilities Act (ADA) trainings; and I/I call-outs for disbursement of ADA material

* Place incarcerated individuals on facility call- out system daily

* Complete reviews of tracking for incarcerated Individuals employment, disciplinary actions, and/or educational conflicts

* Check for accuracy of incoming completed Work Program Assignment/Change/Termination forms (DOC 20-235) sent in by Counselor for tracking incarcerated employment status

* Maintain confidentiality of information learned through job performance that is protected by Department of Corrections policy, federal or state law. Communicates effectively internally and externally

Administrative Support duties

* Provide routine information regarding department activities and services

* Assist incarcerated Individuals in clerk pool area in completing, forms, documents, plans, and other related material required for reviewing workloads of incarcerated individual with CS1

* Assist with Off-State Network (OSN) computer system used by incarcerated individuals working in the clerk pool. Implement tickets for access, retrieve passwords, and have every Incarcerated individual new hire sign computer agreement and clerk pool job expectations. Ensure all the printing requests routed to the OSN computer in OA3/ CS1 office, are reviewed prior to authorizing print access

* Review received materials for completeness and compliance with applicable rules and regulations. Inform CS1 of any discrepancies or further action required

* Route outgoing material to appropriate personnel within the facility

* Track card donations to religious activities program(s)

* Enter all incarcerated individual work performance evaluation ratings into Offender Management Network Information (OMNI). Accurately complete all employed incarcerated Individual's documentation to include timecards, job assignment forms, rate of pay, porter IMPAY, unit porter schedule and track incarcerated individual employment on facility tracker CS1 manages for the facility

* Communicate with internal and external stakeholders as needed within SCCC and DOC Headquarters

Clerk pool duties

* Log incoming and departing Life Without Parole (LWOP) I/Is on facility trackers to ensure compliance with DOC policy criteria

* Access, and disburse assistant's gloves and vests. Track data for review of unit needs and ensure ADA compliance

Review/evaluate hardware and software products; make recommendations to CS1 and maintain parts inventory.

* Manage organization of Clerk pool rooms and ensure necessary supplies are available

* Maintain an inventory of commonly used spare parts

* Assist with Bears projects including ordering inventory/supplies weekly

* Maintain adequate office supplies and submit orders as needed for vendors

Other Duties as Assigned

* Provides administrative support to other areas when there is a need due to annual leave, sick leave, or vacancy

Community Partnership Program Coordinator (CPPC) Office Assistant 3:

Under the direct supervision of the Community Partnership Program Coordinator (CPPC), this position performs complex computer tasks, clerical functions and supports programming and Family Friendly Events/Activities. This position performs other delegated duties as assigned/needed as a positive member of the CPPC Department team in a collaborative effort to improve efficiency, accountability, and access to programming. This position plays a vital role in improving public safety and positively changing lives by ensuring consistent access to programming and Family Centered activities to improve Incarcerated Individuals (I/I) lives and support reentry.

As the CPPC Office Assistant 3 some of your duties will include:

Support planning and carrying out Family Friendly events, workshops, and activities

* Track event signups and eligibility

* Track and report participation at Family Friendly activities to various stakeholders and document in Offender Management Network Information (OMNI)

* Assist in supervising and directing incarcerated crews and clerk

* Assist in preparation and set up for all Family Friendly activities and events

* Attend and helps implement I/I workshops and meetings

* Process applications for events and activities

* Record and edit Read to Me and Video gram submissions

Clerical Support

* Provides administrative support to other areas when there is a need due to annual leave, sick leave, or vacancy

Program Support

* Enter callouts for Religious and Secular Volunteer led programs

* Enter callouts for CPPC meetings, events, activities and workshops

* Track and manage sign-ups for programs

* Track program attendance and remove those not in attendance

Volunteer Program Support

* Run criminal histories on all prospective volunteers and/or program guests

* Maintain logs per DOC policy and RCW requirements.

* Process volunteer applications

* Maintain volunteer digital files, databases, and spreadsheets

* Track volunteer hours monthly

* Run 5-year background checks

Records Department Office Assistant 3:

Under the direct supervision of the Correctional Records Technician Lead/Correctional Records Supervisor, this position performs complex computer tasks, clerical functions and supports Records Department staff and other staff within the facility. This position performs other delegated clerical duties as assigned/needed as a positive member of the Records Department team in a collaborative effort to improve efficiency, accountability, and worker safety. This position plays a vital role in improving public safety by following processes and supporting records unit staff to ensure appropriate processing and accuracy of incarcerated individuals' information, sentence structure, records, trips, and release information.

As the Records Unit Office Assistant 3 some of your duties will include:

Responsible for incarcerated individual's intake and release movements for the Records Office.

* Use computer skills, clerical knowledge, and judgement for assigning, typing, editing, drafting, proofreading, and distribution of standard, confidential, and sensitive material regarding staff and incarcerated individuals.

* Using template documents, written notes, and oral instructions: Prepare all documents required, proofreads all work and correct spelling, punctuation, and grammar prior to distribution.

* Complete all victim witness/law enforcement notificatons for individual transferring to partial confinement to a Reentry Centers/Graduated Reentre (GRE).

* Create manifests on all incoming and outgoing weekly Incarcerated individual transports. Create all daily discharge and/or escorted leave paperwork.

* Enter all arriving or departing transports, releases, escorted leave trips into OMNI using appropriate screens.

* Chrono any movement of central files coming into the facility or leaving the facility via departure/arrival transports and/or special transports.

* Create a Daily Trip Log and paperwork each day for any releases and/or trips that are scheduled for the following day and distribute to the appropriate staff.

* Create transfer orders for Orders to Transport. Initiates Law Enforcement and Victim Witness notifications per state statutes (RCW) and DOC policies.

* Prepare daily Population Count.

Responsible for preparing for ISRB Docket Hearings and/or legal seminars.

* Responsible for being the liaison between DOC SCCC and the ISRB, reserving rooms, requesting documents from DOC staff and having it available for Contract Staff, and/or ISRB members.

* Placing incarcerated individual on a call out.

Responsible for distributing all incoming correspondence to appropriate Records staff.

* Date stamps all incoming mail. Sort and distribute to appropriate staff.

Responsible for processing all Facility Guest Access documents and/or ID requests as needed.

* Runs criminal histories on all prospective non-custody employees and/or visitors.

* Maintains logs per DOC policy and RCW requirements.

* Create staff ID's/Peace Officer ID's for staff per DOC policy.

* Deactivate IDs for staff per DOC policy.

* Prepare staff fingerprint cards for mailing to the Washington State Patrol.

* Run wants and warrants for Outside work crew applications.

Files various documents into incarcerated individuals' central files, scan documents into OnBase as needed. May be responsible for miscellaneous clerical duties.

* Run the Alpha/Numeric Roster, LWOP/Defacto Report, Racial Balance report and other reports as needed.

* Provides administrative support to other areas when there is a need due to annual leave, sick leave, or vacancy

* A minimum of 1 hour daily of filing an/or scanning is required.

* Submit work orders to Engineering for necessary repairs.

* Archive central with medical files and Public Disclosure files per DOC policies.

* Maintain adequate office supplies and order as needed.

Required Qualifications:

* High School Diploma or equivalent

* Proficient with Word/Excel

* Two years of clerical office experience

* Must respect and maintain confidentiality

Preferred/Desired Qualifications:

* The ability to effectively communicate with incarcerated individuals, co-workers, the public, and/or external agencies

* The ability to analyze and solve problems under highly stressful or adverse situations

* Three (3) or more years' experience using Microsoft Office software (Outlook, Word, Excel, Teams)

Special Requirements/Conditions of Employment:

* Maintain regular and reliable attendance.

* Complete a felony disclosure form prior to employment and submit to a criminal background check.

* Successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service and other required training.

* Provide physical residential address and home telephone number to the Department of Corrections.

* Become familiar and comply with all Department policies and procedures and Collective Bargaining Agreements as applicable.

* Submit to drug testing in accordance with Collective Bargaining Agreement and agency policy.

* In an emergent situation, employees may be asked to stay for an extended period of time and perform duties appropriate to the situation.

Records Department and CPPC OA3 only

* Must obtain certification in ACCESS with in six (6) months of appointment to the position and must maintain current certification.

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:

* 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.

* 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!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email [email protected] or call us at 360-###-####. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-###-####.