Office Assistant 3 (OA3) - Reentry

State of Washington•Pierce County – Tacoma, WA

9d•Onsite

About The Position

The Department of Corrections is seeking to hire a permanent Office Assistant 3 within the Reentry Division, located at the Tacoma Reentry Center in Tacoma, WA. This position operates on a Monday-Friday, 8:00 a.m. - 5:00 p.m. schedule. Under the direction of the Reentry Center Manager (RCM) and leadership from the Administrative Assistant 4 (AA4), the Office Assistant 3 provides essential administrative support to staff and residents at the Reentry Center. The role is crucial in assisting residents transitioning from confinement to the community, thereby supporting public safety by facilitating positive change and providing necessary tools and resources for successful reintegration. This involves ensuring residents receive vital information, assisting with ordering supplies and equipment, and supporting other staff functions.

Requirements

High School Diploma or equivalent GED.
Two (2) years of office/clerical experience.
Must be able to type 40 WPM.
Ability to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas.
Ability to proofread written material, identify, and correct errors in sentence structure, grammar, and punctuation.
Ability to maintain confidentiality in the performance of job duties.
Ability to work accurately and independently with minimal supervision.
Exceptional customer-service skills.
Ability to navigate the internet for DOC and incarcerated individual related information.
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.
Maintain confidentiality of information obtained through job performance as protected by agency policy or state or federal law.
Possess and maintain a driver’s license valid in the State of Washington.
The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of Form I-9’s list of acceptable documents.

Nice To Haves

Experience with WA DOC databases, such as OMNI, OnBase, CePrison and Trust Account System.

Responsibilities

Provide complex clerical support to staff and residents at the Reentry Center.
Create files for newly arriving residents, including intake forms, legal face sheets, and orientation forms.
Create OMNI entries for resident movements, caseload and housing assignments, chronological entries, and review of transfer orders.
Review and respond to resident correspondence regarding Reentry Center placement and banking inquiries.
Maintain and process Trust Account System tasks.
Complete, submit, and update various weekly and monthly reports (e.g., local spreadsheets, mileage, credit card, interpreter, out of county release reports, copier counts, volunteer and RPM reports).
Close and archive resident files according to policy.
Complete OMNI entries for archiving and store/retain closed resident files.
Ensure documents are maintained and stored according to DOC State Archive Policy, including scanning and indexing into electronic document systems.
Make photocopies of various documents such as resident handbooks, intake forms, policy manuals, facility signage, and other necessary forms, logs, or manuals.
Pick up and distribute mail to facility staff and process mail for released residents per policy.
Coordinate office and facility operations, including ordering and maintaining office supplies, forms, and equipment.
Ensure office equipment is maintained.
Assist in internal audits.
Complete various monthly reports, purchasing, paying bills, resident PREA housing reviews, resident banking, and other duties as assigned.
Attend all staff meetings.

Benefits

Flexible schedules
Comprehensive compensation packages
Training and development opportunities
The fulfillment of public service
Free ORCA card to all employees whose permanent duty station is assigned in King, Pierce, and Snohomish counties.
Fourteen to twenty-five paid vacation days per year (depending on years of service and in accordance with the collective bargaining agreement [CBA] if a represented position)
Eight hours of paid sick leave per month
Eleven paid holidays per year (includes one personal holiday)
One personal leave day per year (in accordance with the CBA)
Flexible Spending Account (FSA)
Dependent Care Assistance Program (DCAP)
Deferred Compensation Program (DCP)