Office Assistant (OA3)

Office Assistant

Our Central Document Services unit within the Administrative Services Division currently has an opportunity for a team-oriented and experienced Office Assistant to join their diverse team.

Central Document Services (CDS) is essential to DOL agency operations. They contribute to the purpose of the organization by processing documents efficiently and accurately, while ensuring confidential documents comply with our agency policies and state laws. This team supports the agency through mail processing, imaging, validation, and distribution of vital documents required for program areas within the agency. As part of this team, you will work together to support internal DOL program areas and meet the demand of our DOL teams for delivering vital information to Washington Residents.

If you are interested in this growth opportunity and gaining a sense of purpose from creating a productive and safe workplace, then read on!

Duties

As an Office Assistant, you will use your production skills while working closely with a diverse and supportive team. This opportunity will allow you to start your career serving Washington State while developing in your role and working on a supportive team. You will ensure important deadlines are met while showing the flexibility to perform complex clerical tasks while completing multiple team projects. Processing vital customer documentation in a physical, high production environment, directly contributing to the agency's purpose of helping every Washington resident live, work, drive, and thrive is key. Your role handles cash, checks, money orders, and important documents that require attention to detail and understanding of process steps once we receive these items. You'll receive support as you build your skills, explore career interests, and prepare for future opportunities within DOL.

Some of what you will be doing:

• 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, 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.

Qualifications

What you will bring to the role (Required):

• Six (6) months of experience in the following:
• Working in a high production environment while meeting production goals and critical deadlines.
• Using computer equipment and Microsoft Office applications.
• Reading, comprehending, interpreting, and retaining information from spoken and written material.
• The ability to:
• Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
• Promote and support a respectful, equitable, and inclusive workplace for all employees.
• Promote and support respectful, equitable, and inclusive delivery of services to customers.
• Take action to learn and grow.
• Take action to meet the needs of others.

What may help you stand out (Preferred):

• Experience in the following:
• Managing and analyzing records in physical and digital form for completeness. Receive or print records and manage physical copies per retention guidelines.
• Knowledge of USPS, UPS, and FedEx operations and procedures including state and federal laws concerning handling of mail.
• Using Computer equipment and Microsoft Office applications.
• Working in an office environment.
• Operating high speed document scanner.
• Experience performing data entry in a high production environment.
• Using DOL applications such as DRIVES, Polaris, Firearms System, Opex CertainScan, and MARS.
• Experience using proprietary Customer Relationship Management (CRM), scanning, or accounting software.

Additional conditions of employment:

• Must have the ability to lift 20 lbs. independently and move 70 lbs. with assistance.
• Prior to a new hire, a pre-employment screening, including criminal record history, will be conducted. Information from the pre-employment check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• This role will be in our Olympia office full-time and will not offer any hybrid work options.

DOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take the steps to ensure that people with disabilities are provided reasonable accommodations.

For information about available accommodations, the interview process, or the position contact Kyle Odell.

Benefits

More than Just a Paycheck! Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses. Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year. Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours.

Pay status includes hours worked and time on paid leave.

Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay