Job Details

Office Assistant 3

The Washington State Department of Corrections has an exciting opportunity for an organized team player to join the Airway Heights Corrections Center as an Office Assistant 3! Airway Heights Corrections Center is a 2000+ bed male facility located approximately 10 miles west of Spokane. The prison consists of a main facility that houses medium and 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.

The Office Assistant 3 - Main Records position requires a very detail-oriented individual who can jump into a fast-paced environment and contribute to the agency's values of respectful and inclusive interactions, positively in words and actions and supporting people's successes.

A completed application packet will include:

• A cover letter regarding your interest in this position with our agency
• A detailed resume
• Three professional references

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.

• 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.

What we need (required qualifications): High School Diploma, GED or equivalent. And; Two (2) years clerical/office experience to include using a computer for performing tasks such as scheduling appointments using Outlook, creating documents using Word, entering data into a Database, using the internet for searches, and creating and maintaining Excel spreadsheets.

What will make your application stand out (preferred qualifications): Intermediate computer skills: Use of ACCESS database including the ability to enter data, perform queries, build tables and compile reports EXCEL or comparable spreadsheet software including the ability to enter data and create formulas for totaling numbers Word or comparable word processing software. PowerPoint or comparable presentation software. Publisher or comparable software. Proficient in TRACKS computer application, highly desired Customer service experience in person and by phone Demonstrate ability to multi-task Demonstrate ability to utilize Department protocol for written and verbal communication

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:

• This recruitment may be utilized to fill more than one position.
• 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. Note: Phone number AND email address are required for all professional references.
• 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.
• Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
• DOC complies with the employment eligibility verification requirements for the federal employment eligibility verification form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form.
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit