Office Assistant 3 (OA3) - Reentry

Department of Corrections Office Assistant 3 (OA3) Tacoma Reentry Center

Our agency is looking to hire a permanent Office Assistant 3 within the Reentry Division. This position is located at Tacoma Reentry Center in Tacoma, WA. The working schedule is 8:00 a.m. - 5:00 p.m., Monday - Friday, Under the direction of the Reentry Center Manager (RCM) and leadership by the Administrative Assistant 4 (AA4), the Office Assistant 3 provides administrative support to the staff and residents at the Reentry Center facility transitioning residents from confinement to the community. The position directly supports the operation, documentation and essential staff functions with assisting residents transitioning to the community which promotes public safety by positively changing lives and providing individuals with tools and resources for targeted opportunities to successfully transition back into the community. This is accomplished by ensuring residents receive the information they need through department/division memos, trust account information, and assisting other staff at the Reentry Center with ordering supplies and equipment.

To be considered for this position, please apply directly at As part of a complete application package, you must include: a current resume, a letter of interest, and 3 professional references: See Supplemental Information section of this posting for an explanation of who meets the definition of a professional reference. (Phone number and e-mail address are required for each professional reference)

Please note: Incomplete application packages may disqualify an application from the selection process. The information provided in your application must support your selected answers in the Supplemental Questions section of this application. DOC's mission is to improve public safety by positively changing lives. We lead the nation with innovative and evidence-based practices that are aimed at reducing recidivism and improving public safety. Our employees find this profession both challenging and rewarding as they work together with law enforcement officers, treatment providers, and community members to facilitate change in incarcerated individuals' lives. Community corrections staff experience a high degree of personal satisfaction knowing they are creating environments in which incarcerated individuals can learn to make choices that contribute to a safer society.

DOC OFFERS:

• Flexible schedules
• Comprehensive compensation packages
• Training and development opportunities
• The fulfillment of public service

*Our agency offers a free ORCA card to all employees whose permanent duty station is assigned in King, Pierce, and Snohomish counties. The Mission of the Washington State Department of Corrections (DOC) is to improve public safety by positively changing lives.

Duties

As an Office Assistant 3, some of your duties will include:

• Provide complex clerical support to staff and residents the Reentry Center
• Create files for newly arriving residents, to include resident intake forms, legal face sheet and other intake and orientation forms.
• Create OMNI entries to include, but not limited to, resident movements, caseload and housing assignments, chorological entries and a review of transfer orders.
• Review and respond to resident correspondence related to Reentry Center placement and banking questions.
• Maintain and process Trust Account System tasks.
• Complete, submit and update various weekly and monthly reports, to include but not limited to local spreadsheets, mileage, credit card, interpreter, out of county release reports, copier counts, volunteer and RPM reports.
• Close and archive resident files.
• Complete OMNI entries archive per policy and store/retain closed resident files
• Ensure documents are maintained and stored according to DOC State Archive Policy including through scanning and indexing into electronic document systems.
• Make photocopies as required, including but not limited to, resident handbooks, intake forms, policy manuals, facility signage and any other forms, logs or manuals as needed
• Pick up and distribute mail to facility staff and process mail for released residents per policy.

Coordinate office and facility operations

• Order and maintain all office supplies, forms, office equipment and other items as needed
• Ensure office equipment is maintained.
• Assist in internal audits.

Other duties as assigned

• Completing various monthly reports; purchasing; paying bills; resident PREA housing reviews: resident banking and other duties as needed.
• Attend all staff meetings.

Qualifications

Required Qualifications

• 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, fine and replace data, and work with basic formulas.
• Proofread written material, identify, and correct errors in sentence structure, grammar, 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.

Preferred Qualifications

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

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.
• This position is included in a union shop.
• 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.

Supplemental Information

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.

The WA State Department of Corrections (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:

• This recruitment may be used to fill more than one position, and this recruitment may be used to fill additional positions up to sixty days after all listed positions have been filled.
• A minimum of three professional references with a valid email and phone number for each is required. Although current and recent supervisors are preferred, 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, include non-related professionals, such as educators or other professional associates.
• Salary is based on skills and abilities that apply to the primary functions of the role and/or years of experience and is decided at the time a final offer of employment is made. The salary range listed in the job posting includes steps A-M, or A-U if a registered nurse (RN). Within your permanent salary range, step M (or step U if an RN) is a longevity step, it is typically gained six years after being assigned to step L (or step T if an RN).
• This position may work directly with or near incarcerated or supervised individuals in a potentially hazardous setting. Take this into account before applying.
• Background and criminal record history checks will be conducted prior to employment. Information gathered may not preclude employment, but it will be considered in determining your suitability for the position.
• A drug test may be administered as part of the pre-employment process. Applicants who test positive for a controlled substance may be disqualified from consideration.
• Applicants with sensitivities or allergies are encouraged to ask about the level of exposure you could expect in this position.
• The successful candidate may be required to provide valid proof of a baseline TB skin test