Office Assistant | WCCW Records

Office Assistant 3 | Records

Full Time | Permanent

Location: Washington Corrections Center for Women | Gig Harbor, WA

Salary Range: $4,096 - $5,425 Monthly

This position is represented by the Teamsters 117 bargaining unit.

Notice: Required to work daily at Washington Corrections Center for Women; not eligible for telework.

The Washington State Department of Corrections is seeking a highly organized, detail-oriented professional to join the Records Team as an Office Assistant 3. This mission‑critical role supports the safe, lawful and efficient movement of individuals through the correctional system. If you thrive in fast‑paced environments, value accuracy and take pride in meaningful public service, this position offers the opportunity to make a real impact behind the scenes.

Because this role handles confidential correctional records, integrity, discretion and exceptional attention to detail are essential. You will be entrusted with information that directly impacts people’s lives, institutional operations and public safety.

We are looking for someone who brings strong administrative skills, knowledge of office systems and procedures, and the ability to work independently while staying organized under pressure.

• Creating and maintaining both electronic and hard copy central files, including
  • Preparing interview sheets and emergency contact forms for all admissions.
  • Scanning and indexing documents into OnBase.
  • Reviewing, scanning and accurately indexing documents received via e‑mail from DOC staff, courts, law enforcement agencies, etc.
  • Verifying all documents for accuracy and filing electronically and in the central file.
  • Corresponding with the Revoke and Return Unit via e‑mail to provide judgment and sentence, jail certifications and other sentencing documents for sentence entry.
• Incoming/intake duties, including
  • Assisting in processing incoming transport by interviewing individuals, taking photos and making identification cards.
  • Preparing DNA packets, forwarding completed DNA packets to Washington State Patrol and reviewing OMNI reports monthly to ensure DNA status has been updated.
• Mail / access / callout responsibilities.
• Maintaining trackers and spreadsheets.
• Processing fingerprint cards.
• Other duties as assigned.

• High School diploma or equivalent.
• At least one (1) year of general clerical experience (answering calls, processing mail, filing, preparing reports, data entry into spreadsheets).

• Intermediate skills in Microsoft Office Suite (Excel, Word, Outlook).

• Must satisfactorily complete the WCCW Records Unit competency test.
• May work directly with or near incarcerated individuals in a potentially hazardous setting.
• May require ability to sit or stand for extended periods.
• May require extensive computer work for long periods.
• May require assembling, packaging, lifting or relocating files weighing up to forty (40) pounds.
• Duties may include stooping, kneeling or crouching.

• Comprehensive family insurance for medical, dental and vision.
• Up to 25 paid vacation days per year.
• 8 hours of paid sick leave per month.
• 12 paid holidays per year.
• Generous retirement plan.
• Flexible spending accounts.
• Dependent care assistance.
• Deferred compensation and other benefits.

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 or other protected categories.