Office Assistant Lead

Thurston County, WA - USA

Yearly Salary: $ 42972 - 55836

Posted on: 3 days ago

Vacancies: 1 Vacancy

Job Summary

Description

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

Respect Trust Diversity Inclusion Equity

This recruitment is only available to current DOL employees.

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 two (2) collaborative and production experienced Lead Office Assistants to join their diverse team.

Central Document Services (CDS) is essential to DOL agency operations. CDS contributes 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 agency revenue collection through incoming mail processing as well as the imaging validation and distribution of vital documents required for program areas within the agency. By reviewing and analyzing scanned documents this team ensures images are accurate and processed timely to meet critical timelines. This team works together to support internal program areas by processing thousands of customer documents each day.

If you are interested in finding a workplace where you gain a sense of purpose from detail oriented and critical work that is vital to our agencys goals then read on!

Duties

As a Lead Office Assistant you will use your production skills while working closely with a diverse and supportive team. This opportunity will allow you to advance in your career serving Washington State while helping supervise the work of a supportive team. You will ensure important deadlines are met while showing the flexibility to perform complex clerical tasks while completing multiple team projects. As you review and support your abilities to communicate as an expert with the team and keep leadership informed will be critical. Leading the processing vital customer documentation in a physical high production environment directly contributing to the agencys 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:

Instruct assign and check the work of designated OA3s for accuracy and completeness while providing feedback as required.
Gathering and compiling statistical data creating charts and reports to evaluate and display data.
Assist CDS supervisors with recruitment efforts.
Perform complex clerical tasks such as receiving multiple mail deliveries daily sort mail for re-distribution find corrective actions for discrepancies.
Image records in accordance with standards set by the program areas and complete data entry as required.
Perform quality assurance checks for all imaging to ensure that all images are clear and concise and are available for retrieval.

Qualifications

What you will bring to the role (Required):

Two (2) years of experience in the following:
- Using computer equipment and programs to write documents send emails edit spreadsheets share documents present to the team store files and meet with people virtually and in person.
- Performing clerical work in an office setting.
One (1) year of experience in the following:
- Working in a high production environment meeting critical deadlines while ensuring production goals and metrics are met such as error rate quantity produced etc.
- Reading comprehending interpreting and retaining information both verbally and in writing.

*Experience can be obtained concurrently*

What may help you stand out (Preferred):

One (1) year of the following experience:
- Managing and analyzing physical and digital records for errors completeness or accuracy.
Six (6) months of the following experience:
- Using DOL programs such as: DRIVES Polaris Firearms System ILINX MARS or Opex CertainScan.
- Working with USPS UPS FedEx or CMS operations and procedures. Familiar with state and federal laws concerning the handling of mail and processing money mail.
- Operating a high-speed document scanner (100 or more pages per minute).
- Using Opex Falcon with Enterprise production scanning experience ILINX.
- Performing data entry in a high production environment.
- Compiling statistical data and creating reports.
- Leading or managing a team.

Additional conditions of employment:

Must have the ability to lift 20 lbs. independently and move 70 lbs. with assistance.
This position requires you to be in office full time in our Olympia WA location.
Prior to a new hire a pre-employment screening including criminal record history will be conducted. Information from the pre-employment check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the position.

DOL is committed to the full inclusion of all qualified keeping with our commitment we will take the steps to ensure that people with disabilities are provided reasonable accommodations.

For information about available accommodations the interview process or the position contactKyle Odell.

Supplemental Information

Come join us in changing the way government delivers services and help build a legacy of commitment to and excellence in diversity equity and inclusion!

How to Apply:

Select the apply button at the top of this job announcement.
Attach the following:
- Three (3) Professional References
- Cover Letter

Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas including supplemental questions are completed in full.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.

We value diverse perspectives and life experiences.
We employ and serve people of all backgrounds including people of color immigrants refugees women LGBTQ people with disabilities and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce we will create a more respectful productive and unified team to better serve the public of Washington.

Veteran/Military Spouse Preference Notice

To take advantage of veteran/military spouse preference notify theTalent Acquisition Teamof your vet/military spouse status. Please include the title of this position in the subject line.

The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age sex (including gender identity) marital status sexual orientation race religion creed color national origin honorably discharged veteran or military status or the presence of any sensory mental or physical disability or the use of a trained dog guide or service animal by a person with a disability.

Persons requiring accommodation in the application process during the recruitment process or who need this job announcement in an alternative format may contact the Human Resources Office at or may email Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at 360.339.7344.

The candidate pool certified from this recruitment may be used to fill future similar vacancies for up to sixty days.

DescriptionWe are dedicated to growing a culture of belonging through our values:Respect Trust Diversity Inclusion EquityThis recruitment is only available to current DOL employees.At the Department of Licensing (DOL)we recognize the importance of work life harmony and strive to create a culture...