Office Assistant 3 - Records Unit

Office Assistant 3 (OA3) - Records Unit

Full Time "Non-Permanent"

Airway Heights Corrections Center (AHCC)

The Department of Corrections is seeking a highly motivated and qualified individual for the "non-permanent" position of Office Assistant 3 (OA3) in our records department at Airway Heights Corrections Center (AHCC).

Please submit a letter of interest (no more than 2 pages please) with your application explaining your qualifications for this position and why you would be the ideal candidate. 

Airway Heights Corrections Center (AHCC) is a 2000+ bed male facility located approximately 10 miles west of Spokane.  The prison consists of a main facility that houses medium- and long-term minimum-custody incarcerated individuals (I/I).  A separate perimeter adjacent to the main facility accommodates a minimum-security unit for I/I with minimum-custody or lower.

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 I/I can learn to make choices that contribute to a safer society.

NOTE: Applications will be reviewed as submitted. The Appointing Authority has the right to hire at any time. It will behoove candidates to get their application in as soon as possible.

The Records Units are tasked by the agency to be the Custodian of the Records. As a member of the Records team, under the direction of the Statewide Records Manager, reporting to the Correctional Records Technician Lead (CRT2), this position provides clerical support to the Correctional Records Technicians (2 & 1). This position assists in maintaining the incarcerated individuals (I/I) central files. In this, the Office Assistant 3 contributes to the Department of Corrections' Mission: The Department of Corrections in collaboration with its criminal justice partners, victims, citizens, and other stakeholders will enhance community safety, reduce victimization, and hold I/I's accountable through the administration of criminal sanctions and effective correctional programs.

• Provides support for the Records Department within a correctional institution utilizing computer networks, Offender Management Network Information, Offender Based Tracking System, Washington/National Crime Information Center ACCESS, OnBASE, Camera, WOMS Badging System and Multi Functions Machine or office equipment.

• Process incoming and outgoing central files for I/I movement and records in OMNI chronological events.

• Central file audit list: adds and removes I/I information and status of audit on list.

• Run manifest for I/I movement, updating as need.

• Runs wants and warrants on outgoing/incoming I/I.

• Process I/I fingerprint cards and sends to Washington State Patrol.

• Files incoming file materials into the I/I central files.  Copies files upon request.

• Scans required documents into OnBase System.

• Pulls requested central files for authorized staff.

• Transports, and forwards central files as required.

• Archives released I/I central and medical files as required.

• Updates OMNI personal characteristics for changes to I/I information or data.

• Copies central files upon request.

• Receive and respond to telephone and written inquiries from staff and the public exercising discretion and independent professional judgment in regard to various policies and procedures.

• Answers Kiosk requests, KITE's or offender correspondences and responds to e-mail daily. Forwards correspondence to caseload CRT when appropriate.

• Forwards ISRB docket to AHCC staff upon receipt from ISRB. Places I/I on call out for ISRB hearings.

• Run computer OMNIXX NCIC/WASIC criminal histories and wants and warrants on prospective employees, contract staff, volunteers, vendors, and visitors/tours and I/I as requested.

• Review OMNI prison discipline screen to hard copy infractions to ensure time loss is entered.

• Create Offender Identification Cards (IDs) utilizing the WOMS system. Transmit information for Washington State Identicard to Dept. of Licensing as requested.

• Photograph I/I for Offender ID's, DOL identicards, End of Sentence Review and Bulletin for Sex Offender Registration and witness signature on related documents.

• Photograph new employees and DOC contract staff. Updates WOMS for offender and staff photos and IDs. Creates employee Identification Cards for DOC/Contract staff and Peace Officer badges for staff with Superintendent approval.

• Picks up Records Department incoming mail, processing and distributing. Processes outgoing mail and central files.

• Responds to public disclosure requests appropriate to the position.

• Maintains organization of the records file servers, file room and the supplies for the unit.

• Will be required to assemble, package, lift or relocate offender files for archiving and/or transporting that may weigh up to forty (40) pounds. Transport files by foot and handcart to and from MAIN and MSU facility Records and Staging.

• Works closely with detailed information for extended periods of time.

Required Qualifications:

• High school diploma or GED.

• Two years of clerical experience, keyboarding/typing/data entry, filing, and/or comparable college or business/medical records school course work. College-level course work in a related field will substitute, year for year experience.

• BASIC skills in use of Word, Excel, and Outlook.

• Ability to assemble, package, lift or relocate offender files for archiving and/or transporting that may weigh up to forty (40) pounds.

• Must be willing to work around adult male offender population on a regular/daily basis.

• Must be certified in Washington State Access, OR have the ability to test and obtain Washington State Access Certification within two (2) weeks of appointment.

Preferred/Desired Qualifications:

•  Successful applicants should be skilled at performing general office or clerical duties, and be proficient at using computer software such as word processing or spreadsheet software to create documents and update records.

Supplemental 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:

• 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.

• Answers to the supplemental questions must be verifiable with work history provided.

• 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.

• This position may be represented by a bargaining unit.

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 per 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 jrriley@doc1.wa.gov. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.