Office Assistant (OA3)

State of Washington•Thurston County – Olympia, WA

7d•Onsite

About The Position

The Department of Licensing (DOL) is seeking an experienced and team-oriented Office Assistant to join their Central Document Services (CDS) unit within the Administrative Services Division. CDS is crucial to DOL agency operations, responsible for efficiently and accurately processing documents, ensuring confidential documents comply with agency policies and state laws. This team supports the agency through mail processing, imaging, validation, and distribution of vital documents for various program areas. The role offers an opportunity to start a career serving Washington State, develop skills, and contribute to a productive and safe workplace.

Requirements

Six (6) months of experience in a high production environment while meeting production goals and critical deadlines.
Six (6) months of experience using computer equipment and Microsoft Office applications.
Six (6) months of experience reading, comprehending, interpreting, and retaining information from spoken and written material.
Ability to understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors and decisions.
Ability to promote and support a respectful, equitable, and inclusive workplace for all employees.
Ability to promote and support respectful, equitable, and inclusive delivery of services to customers.
Ability to take action to learn and grow.
Ability to take action to meet the needs of others.
Ability to lift 20 lbs. independently and move 70 lbs. with assistance.

Nice To Haves

Experience managing and analyzing records in physical and digital form for completeness.
Experience receiving or printing records and managing physical copies per retention guidelines.
Knowledge of USPS, UPS, and FedEx operations and procedures including state and federal laws concerning handling of mail.
Experience working in an office environment.
Experience operating a high-speed document scanner.
Experience performing data entry in a high production environment.
Experience using DOL applications such as DRIVES, Polaris, Firearms System, Opex CertainScan, and MARS.
Experience using proprietary Customer Relationship Management (CRM), scanning, or accounting software.

Responsibilities

Review, analyze, scan, and image customer records in accordance with program standards, making independent decisions to ensure accuracy, retrievability, and proper database storage.
Evaluate image quality and discrepancies to determine corrective actions, including re-scanning, re-ordering documents, deleting images, or completing complex data entry.
Process high-volume physical records and mail, including sorting, staging, scanning, and securely moving documents through retention and shredding workflows.
Maintain and operate assigned scanning equipment, including daily care, troubleshooting, and issue resolution.
Support overall office operations by meeting critical deadlines, handling sensitive items such as cash and checks, and providing backup reception coverage as needed.