What are the responsibilities and job description for the Registration Specialist position at State of Washington?
Description
Please note: The starting salary offer will be determined based on the successful candidates’ qualifications within the $47,000 - $58,000 annual range. There is career salary growth beyond this starting range for the successful candidate.
Hybrid: Our physical office is in Olympia, WA. We offer flexible work schedules and locations. This is a hybrid position where most of the work allows teleworking. However, you must travel to in-person activities, meetings, and events according to business needs.
Why work for OFM
The Office of Financial Management (OFM) serves as the backbone of Washington state government. Our mission is to make our state a better place by connecting people, budgets, policies, data, and systems for state agencies and the Legislature. Our team includes budget advisors, researchers, and other experts, all dedicated public servants working towards an equitable future for every Washingtonian. If you want to play a key role in enhancing how state government serves its citizens, you’ve found the right place. Join us in making a meaningful difference for every Washingtonian!
The job opportunity
As a Registration Specialist, you will be responsible for performing tasks associated with managing and maintaining the statewide supplier and customer files. The Statewide Registration team processes forms for all 100 state agencies and currently handles approximately 5,000 new records monthly. This position will answer telephone calls received, provide excellent customer service, enter and establish new customer and supplier records, return registrations that do not comply with state and federal requirements, process send-backs, and ensure the quality of entry. Additionally, statewide registration has a rigorous confirmation process for changes to records that this position will be responsible for.
The Accounting division provides financial direction through state accounting policies. We support state agencies in administering those policies through training and consulting services. Our division also helps state agencies meet their goals and fulfill their responsibilities. Your work will help us promote accountability and transparency by fulfilling federal and state requirements. We welcome collaboration in a positive and supportive environment. We value integrity, equity, and belonging, while bringing fairness, objectivity, and a statewide perspective to the team.
Duties
What You Will Work On
What we need you to bring
Required Qualifications
What We Offer
At OFM, we foster a culture of integrity, innovation, inclusion, and belonging. We value learned and lived experiences, believing diversity strengthens us. To support your health and well-being, we offer a variety of benefit programs for our employees.
Benefits
Please visit our Recruitment Page for a complete list of benefits available to employees. Here’s a quick glance at some of the unique benefits that OFM offers:
Once you’ve decided to apply for a state government job, you’ll complete an online application to showcase your qualifications. Keep in mind that once you apply, a real person is going to read it. We do not use AI or other technology that screens and rejects your application. So please provide clear and detailed information about your work history so your qualifications can be accurately assessed. We will contact the top candidates directly to schedule interviews. If you need reasonable accommodation in applying, please call 7-1-1 or 1-800-833-6384.
Your Application Will Not Be Considered Complete And Sent To The Hiring Teams For Review Unless You Attach All Of The Following
OFM's Staff ASL interpreter is available to all deaf and hard-of-hearing applicants. For questions about this recruitment or to request a reasonable accommodation in the application or interview process, please email us atTalentAcquisition@ofm.wa.gov.
The Office of Financial Management is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply.
This position is exempt from civil service rules.
For more information, please see WAC 357-19-195.
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read About Our Benefits
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement And Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 07-21-2025
01
Do you have one year of customer service experience?
Do you have one year of experience performing data entry?
Do you have one year of experience answering multi-line telephone calls?
Do you have experience with Microsoft 365 software, including the use of Word, Excel, Outlook, and PowerPoint?
How did you first learn about this job opportunity?
If you selected OFM or State employee, BRG, Career Fair event, or Other on the previous question, please list the name of the person and/or organization in the space below, otherwise type NA.
07
The application process requires that you attach a cover letter detailing how you meet the qualifications of this position and a resume. Please click below to indicate you have attached the required documentation.
Please note: The starting salary offer will be determined based on the successful candidates’ qualifications within the $47,000 - $58,000 annual range. There is career salary growth beyond this starting range for the successful candidate.
Hybrid: Our physical office is in Olympia, WA. We offer flexible work schedules and locations. This is a hybrid position where most of the work allows teleworking. However, you must travel to in-person activities, meetings, and events according to business needs.
Why work for OFM
The Office of Financial Management (OFM) serves as the backbone of Washington state government. Our mission is to make our state a better place by connecting people, budgets, policies, data, and systems for state agencies and the Legislature. Our team includes budget advisors, researchers, and other experts, all dedicated public servants working towards an equitable future for every Washingtonian. If you want to play a key role in enhancing how state government serves its citizens, you’ve found the right place. Join us in making a meaningful difference for every Washingtonian!
The job opportunity
As a Registration Specialist, you will be responsible for performing tasks associated with managing and maintaining the statewide supplier and customer files. The Statewide Registration team processes forms for all 100 state agencies and currently handles approximately 5,000 new records monthly. This position will answer telephone calls received, provide excellent customer service, enter and establish new customer and supplier records, return registrations that do not comply with state and federal requirements, process send-backs, and ensure the quality of entry. Additionally, statewide registration has a rigorous confirmation process for changes to records that this position will be responsible for.
The Accounting division provides financial direction through state accounting policies. We support state agencies in administering those policies through training and consulting services. Our division also helps state agencies meet their goals and fulfill their responsibilities. Your work will help us promote accountability and transparency by fulfilling federal and state requirements. We welcome collaboration in a positive and supportive environment. We value integrity, equity, and belonging, while bringing fairness, objectivity, and a statewide perspective to the team.
Duties
What You Will Work On
- Manage category-3 to category-4 data and ensure confidentiality.
- Review and record confidential documents that arrive via Secure File Transfer (SFT), fax, email, campus mail, and USPS mail.
- Analyze financial documents and forms for legitimacy and for the validity of signatures in compliance with OFM policies.
- Accurately add registration documents into the document management system (Content Manager) for subsequent analysis.
- Prepare correspondence to suppliers and customers regarding issues encountered during initial review of documentation.
- Audit banking information for electronic funds transfer to facilitate automated payments.
- Transform “paper” records into electronic records and manage record disposal in compliance with OFM policies.
- Evaluate supplier signatures for legitimacy as a countermeasure to detect and help prevent fraud.
- Oversee reception of various forms of communication, including multiline telephone calls, shared group email, and physical mail.
- Authorize establishment of supplier records for payments to maintain effective accounting controls for 1099 reporting.
What we need you to bring
Required Qualifications
- Accurately type 65 WPM for data entry.
- Knowledge of Microsoft 365 software, including beginner-level experience using Word, Excel, Outlook, and PowerPoint.
- Detail-oriented and able to navigate multiple computer applications while actively listening to callers.
- One year of demonstrated customer service.
- One year of experience answering multi-line telephone calls.
- One year performing data entry.
- Supplier/customer registration experience is highly desirable.
- Familiarity with financial systems.
What We Offer
At OFM, we foster a culture of integrity, innovation, inclusion, and belonging. We value learned and lived experiences, believing diversity strengthens us. To support your health and well-being, we offer a variety of benefit programs for our employees.
Benefits
Please visit our Recruitment Page for a complete list of benefits available to employees. Here’s a quick glance at some of the unique benefits that OFM offers:
- An environment of diversity, equity, inclusion, and belonging
- Tuition reimbursement
- Medical, Dental, Vision, and Life Insurance
- 12 paid holidays, 14 paid vacation days (minimum), and 12 days of sick leave per year
- State retirement programs
Once you’ve decided to apply for a state government job, you’ll complete an online application to showcase your qualifications. Keep in mind that once you apply, a real person is going to read it. We do not use AI or other technology that screens and rejects your application. So please provide clear and detailed information about your work history so your qualifications can be accurately assessed. We will contact the top candidates directly to schedule interviews. If you need reasonable accommodation in applying, please call 7-1-1 or 1-800-833-6384.
Your Application Will Not Be Considered Complete And Sent To The Hiring Teams For Review Unless You Attach All Of The Following
- Cover letter: Describe your experience, skills, and contributions to this leadership role, along with the values you will bring to the team and organization if you are chosen for this position.
- Resume: that details your applicable experience and education.
- References: At least three professional references with current phone numbers.
OFM's Staff ASL interpreter is available to all deaf and hard-of-hearing applicants. For questions about this recruitment or to request a reasonable accommodation in the application or interview process, please email us atTalentAcquisition@ofm.wa.gov.
The Office of Financial Management is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply.
This position is exempt from civil service rules.
For more information, please see WAC 357-19-195.
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read About Our Benefits
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement And Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 07-21-2025
01
Do you have one year of customer service experience?
- Yes
- No
Do you have one year of experience performing data entry?
- Yes
- No
Do you have one year of experience answering multi-line telephone calls?
- Yes
- No
Do you have experience with Microsoft 365 software, including the use of Word, Excel, Outlook, and PowerPoint?
- Yes
- No
How did you first learn about this job opportunity?
- Word of mouth (e.g., friends, family, neighbor, etc.)
- OFM employee
- Other State employee
- Business Resource Group (BRG's)
- Career fair event
- Careers.wa.gov
- DeafNation
- Public job sites (e.g., Indeed, LinkedIn, Handshake, ZipRecruiter, Glassdoor, Monster, etc.)
- WorkSource Office or similar
- OFM website
- governmentjobs.com
- Other
If you selected OFM or State employee, BRG, Career Fair event, or Other on the previous question, please list the name of the person and/or organization in the space below, otherwise type NA.
07
The application process requires that you attach a cover letter detailing how you meet the qualifications of this position and a resume. Please click below to indicate you have attached the required documentation.
- Yes, I have attached a cover letter and a resume.
- No, I have not attached a cover letter and a resume.
- Required Question
Salary : $47,000 - $58,000