Administrative Assistant 1 - CBCC

Description

Administrative Assistant 1
Clallam Bay Corrections Center (CBCC)
Full-time | Permanent

The Department of Corrections is seeking a highly motivated and qualified individual for the position of Administrative Assistant 1 at Clallam Bay Corrections Center.

Clallam Bay Corrections Center is a 900-bed male facility located on the point of the Olympic Peninsula. It is 50 miles west of Port Angeles and looks out over the Strait of Juan de Fuca at Vancouver Island. This facility houses medium and close custody incarcerated individuals. CBCC also operates a Restricted Housing Unit.

Whether the work is inside a prison, in community corrections, or in an administrative office, the Washington State Department of Corrections professional staff experience a high degree of personal satisfaction knowing they are creating environments in which all incarcerated individuals can learn to make choices that contribute to a safer society.

Duties

Duties include but are not limited to:

• Scans and indexes documents into OnBase.
• Create and maintain central files. Verify all documents for accuracy (name on document matches electronic/hard copy individual you’re working on, no major discrepancies, etc.), scan/file electronically and in central file when necessary. Forward Central Files to other facilities on the day of release/transfer and request central files from other facilities when appropriate.
• Responds to requests via e-mail to provide judgment and sentence, jail certifications, and other sentencing documents for sentence entry.
• Copies for public disclosures as requested.
• Assists in processing incoming transport by interviewing individual, taking photos, and making identification cards.
• Data Entry: accurately enters personal characteristics for incarcerated individuals into OMNI.
• A minimum of 1 hour daily of filing and/or scanning is required.
• Review Department of Licensing (DOL) portal and social security applications weekly for processing.
• Create and attend weekly call outs for individuals needing replacement ID or photo/signatures for DOL.
• Log and deliver replacement ID to incarcerated individual units directly after call out.
• Maintain, update, and review all in-house trackers/spreadsheets and OMNI Reports as outlined in CBCC Records’ In-House processes and provide reports as needed or directed by supervisor or above.
• Process court transfer orders received in a timely manner, ensure necessary documents are in the shared drive, a hold is placed in OMNI, and individual is placed on the transfer manifest accurately.

Qualifications

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.
• The ability to work independently and perform work with accuracy.
• Must be able to remain organized, multitask and prioritize workload.

Preferred/Desired Qualifications:

• Intermediate skills for the MS Office Suite (especially MS Excel, Word and Outlook), knowledge or the ability to learn quickly (less than 1 month training) for daily tracking purposes.

Supplemental Information

• Resume
• Cover Letter

• 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.
  **Please 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.
• This position may be represented by a bargaining unit.
• 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. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
• DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

What We Offer:

As an employee of the Department of Corrections, your work-life integration is a priority. Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation. Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:

• 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 (12 in 2022 for Juneteenth)
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation and so much more!

For questions about this recruitment, or to request reasonable accommodation in the application process, please email jeanett.newman@doc1.wa.gov or call (360) 203-1219. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.