Office Assistant 3

Description

• Cover letter regarding your interest in this position and
• Detailed chronological resume
• Three (3) professional references

Duties

The Reentry Division is responsible for the implementation of evidenced-based practices and the operational support to facilitate incarcerated individuals' participation in and/or to provide evidence-based and research based interventions and promising practices/programs designed to decrease recidivism, while increasing the safety of staff, participants, incarcerated individuals and the public.

Task Include:

Provide complex clerical support to staff and residents at Yakima Valley Reentry Center.

• Create files for newly arriving residents.
• Create ONMI 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.
• Maintain and process inmate Banking System tasks: to include making sure checks are here and available on time, log all checks, daily deposits, using TAS to answer incarcerated individual's questions, check requests and distribute incarcerated individual's checks at least weekly, notify banking staff as needed.
• Complete, submit and update variety of weekly and monthly reports, to include but not limited to, local spread sheets, mileage, credit card, interpreter, out of country release reports, copier counts, volunteer and RPM reports.
• Update and maintain the facility policy books and training manuals for resident and staff access and audit purposes.
• Writes, updates and maintains the facility phone lists.
• Close and archive resident files, complete OMNI entries, archive per policy and store/retain closed resident files.
• 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.

• Order and maintain all office supplies, forms, office equipment and other items as needed.
• Ensure office equipment is maintained. Call vendor when maintenance is required.
• Prepare vouchers for payment of invoices and bills for supervisor signature.
• Assist in internal audits. This includes, but is not limited to, file maintenance/updates, gathering statistical data, providing instruction and oversight to staff, and providing general support to audit preparation.
• Receive, sort and distribute state campus mail and US mail.
• Read, understand and adhere to DOC policies, operational memorandums and procedures at all times and distribute as necessary.
  

• Backup the Secretary Supervisor when required. This includes but is not limited to completing various monthly reports; purchasing; paying bills; resident PREA housing reviews: resident banking and other duties as needed.
• Attend all staff meetings, creating an agenda and/or taking minutes in the absence of the Secretary Supervisor.

Qualifications

Required Qualification;

High School Graduation/GED

AND

2 years of clerical experience that include keyboarding and typing skills.

• Valid driver's license.
• Must be able to type 45 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.

• Three (3) or more years of progressively responsible, experience in office or clerical setting.
• One (1) or more years’ experience with Microsoft SharePoint.
• An AA Degree or higher In Office, Business Administration, or related field.
• Prior WA DOC experience.
• Experience with WA DOC databases, such as OMNI, OnBase, CePrison and Trust Account System (TAS).

• 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.

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.

• 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.

• Remote/telework/flexible schedules (depending on position)
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 11 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!