Office Assistant (OA3)

Job Title

Team-Oriented and Experienced Office Assistant

Job Description

We are dedicated to growing a culture of belonging through our values: Respect | Trust | Diversity | Inclusion | Equity. At the Department of Licensing (DOL), we recognize the importance of work life harmony and strive to create a culture where employees feel valued and respected. Our employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers and help build trust in our government. 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.

Supplemental Information

Come join us in changing the way government delivers services and help build a legacy of commitment to and excellence in diversity, equity, and inclusion! How to Apply: Select the apply button at the top of this job announcement. Attach the following: Three (3) Professional References. Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas, including supplemental questions, are completed in full. Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future. You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization. We value diverse perspectives and life experiences. We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ+, people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.