Office Assistant & Records Clerk

Position: High-Volume Office Assistant & Records Clerk

We are dedicated to growing a culture of belonging through our values:

Respect | Trust | Diversity | Inclusion | Equity

This posting is for a non-permanent position for our Office Assistant role.

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 out to Washington Residents.

If you are interested in gaining a sense of purpose from creating a productive and safe workplace that is vital to our agency’s goals, then read on!

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 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.

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.

• Provide coverage for the reception desk answering phones, issuing badges, and checking in guests.

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.

* Experience can be obtained concurrently*

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 Fed Ex operations and…