Office Assistant | WCCW Records Job Gig Harbor area,Washington USA,Administrative/Clerical

Position: Office Assistant 3 | 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.

The candidate of choice must be comfortable working in a correctional facility as you will be required to work at the Washington Corrections Center for Women daily as this position is not eligible for telework.

The Washington State Department of Corrections is seeking a highly organized, detail-oriented professional to join the Records Team at the Washington Corrections Center for Women (WCCW) as an Office Assistant 3! This is a mission-critical role that 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 position handles confidential correctional records, integrity, discretion, and exceptional attention to detail are essential. You will be entrusted with information that has a direct impact on people’s lives, institutional operations, and public safety, making this role both highly responsible and deeply meaningful.

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. If you are excited to begin or grow a career in public service and want to play a vital role in keeping the justice system running smoothly, this is an opportunity to step into work that truly matters.

We are looking for teammates who share our vision of public service, committed to an equitable and inclusive culture that fosters and inspires excellence, while promoting innovation, engagement, and safety, leading to better outcomes for our incarcerated population, our agency, and our community.

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

Creating and maintaining both electronic and hard copy central files which could look like:
- Preparing interview sheet and emergency contact forms for all admissions.
- Scanning and indexing documents into On Base
- Reviewing, scanning, and accurately indexing documents received via e-mail from DOC staff, courts, law enforcement agencies etc.
- Creating and maintaining central files
- Verifying all documents for accuracy, scanning 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 to include:
- Assisting in processing incoming transport by interviewing individuals, taking photos, and making identification cards
- Preparing DNA packet, forwards completed DNA packets to Washington State Patrol and reviews OMNI report monthly to ensure DNA status has been updated
Mail/access/callout
Maintain trackers/spreadsheets
Processing fingerprint cards
Other duties as assigned

What we need (required qualifications):

High School diploma or equivalent
At least one (1) year of general clerical experience. General clerical experience can be defined as: experience in answering incoming calls, redirecting incoming calls, processing and distributing incoming mail, sorting paperwork, files, and legal documents, maintaining records and files, preparing reports and/or entering data into spreadsheets for tracking purposes.

What will make your application stand out (preferred qualifications):

Intermediate skills for the MS Office Suite (especially MS Excel, Word, and Outlook), knowledge.

Conditions of Employment:

Skills test: must be able to satisfactorily complete the WCCW Records Unit competency test.
Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply.
May require ability to sit and/or stand for an extended period of time
May require extensive computer work for long periods of time
May be required to assemble, package, lift or relocate files for archiving and/or transporting that…