Office Assistant 3

Description

Are you a self-starting office support professional with a sharp eye for detail? Do you take pride in providing top-notch support and outstanding customer service? And, would you thrive in a role that offers variety, responsibility, and a healthy work-life balance? If this sounds like you, the role of Office Assistant 3 at the Department of Retirement Systems may be the perfect opportunity for you!

Interested applicants are encouraged to apply by the first review date of Monday, April 13^th at 8 am (PDT).
In-Person interviews for this role will be held in Tumwater during the week of April 20.

Duties

Some of what you’ll do includes:

• Reviewing and processing member forms and applications for accuracy and compliance with state rules.
• Providing document imaging services by prepping, scanning, indexing, and quality-checking incoming documents.
• Assigning batch numbers, verifying form types, and accurately categorizing content for the electronic document system.
• Distributing incoming and outgoing mail daily, including researching and updating member addresses for returned mail in the Management Information Systems (MIS) database.
• Maintaining and monitoring the inventory of forms and publications, placing orders and assembling member packets as needed.
• Responding to internal email requests, print documents, and support clerical projects and print jobs.
• Researching and resolving document-related issues in collaboration with internal teams.

NOTE: After successful completion of the review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework one (1) day per week, at the discretion of the Appointing Authority and with a telework agreement in place. You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule whenever necessary to complete work assignments, attend mandatory meetings, trainings, etc., at the DRS facility.

Qualifications

What we’re looking for (required qualifications): Experience can be gained through various combinations of professional or relevant lived experience, including volunteer or other personal experience. Experience may be concurrent.

• Proven experience reviewing documents and forms for completeness and compliance with established processes and procedures; This experience is typically gained from a minimum of two (2) years of full-time experience;
• Demonstrated ability to communicate processes, procedures and other authoritative information to others in a clear and understandable manner;
• Demonstrated proficiency with Microsoft Outlook, Word and Excel (version 2016 or newer);
• Demonstrated ability to read, understand and follow written policies and procedures;
• Demonstrated ability to utilize multiple computer applications simultaneously; and
• Demonstrated proficiency in the following competency areas:

Customer Focus
Dedicated to meeting the expectations and requirements of customers. Delivers high quality services and products. Establishes and maintains effective customer relationships. Committed to continuous improvement and always acts with the customer in mind.
  
Dependability
Shows commitment, dedication and accountability in work. Works effectively and fulfills commitments made to customers, peers and team members. Is reliable in punctuality and attendance; can be counted on to get things done.
  
Accountability
Understands the link between job responsibilities and organizational goals. Manages their own performance to meet required expectations and achieve results. Holds self-accountable for decisions, actions, and behaviors.
  
Attention to Detail
Plans and organizes time and resources efficiently. Follows processes and procedures in the completion of work. Carefully monitors the details and quality of work and double-checks work products to ensure accuracy and consistency.
  
Adaptability/Flexibility
Maintains effectiveness when experiencing major changes in work tasks or the work environment. Adapts easily to changing business needs, adjusting effectively to work within new structures, processes, requirements, or cultures to achieve successful solutions. Demonstrates openness to new and different ways of doing things.
  
Learning and Growth
Demonstrates a growth mindset by actively seeking opportunities to learn, improve, and expand capabilities. Displays curiosity about new ideas and perspectives and an openness to innovation, change, and feedback. Takes responsibility for personal learning by identifying and communicating needs and challenges, and applying new knowledge to navigate systems, tools, and processes. Reflects on experiences to identify strengths and areas for improvement, using learning to make government programs and processes more efficient and effective in serving the people of Washington.

Meeting the Needs of Others
Demonstrates empathy, flexibility, and responsiveness when interacting with customers, colleagues, and community members. Understands that others have varied needs and perspectives and adapts communication and actions accordingly. Builds relationships and collaborates to increase access, opportunity, and positive outcomes for all. Balances and considers all parties’ needs when developing solutions, ensuring equity, respect, and service excellence in every interaction.

Supplemental Information

Be sure to read this entire section – We promise, it’ll be helpful!

How to Apply: Interested applicants who meet the qualifications and competencies in this announcement are encouraged to apply. 

• To be considered for this position, please be sure to attach the following to your online application:
  A cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position. Applications without a cover letter will not be considered.
• Be sure to complete all sections of the on-line application and answer all supplemental questions. The work history section of the on-line application should be completed fully. Application fields that say "see resume/attachment" will not be considered. Only those applicants whose background and experience most closely matches the desirable qualifications and competencies of this position will be considered for this opportunity.

References, Personnel File Review, and Background Checks

• If you are the preferred candidate for this position, a professional reference from your current or most recent supervisor will be required;
• If you are a current or recent state employee, we will also review your personnel file as part of our selection process;
• A job offer is contingent upon completion of a background check that includes a criminal record review.

Work Authorization

• Candidates who are offered a job with DRS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future;
• DRS complies with the employment eligibility verification requirements of 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 on the first day of employment.
• DRS does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visitwww.uscis.gov.
• Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.

Union Membership

• This position is part of a bargaining unit represented by the Washington Federation of State Employees (WFSE).

Certified Candidate Pool

• This recruitment may be used to fill future similar vacancies for up to sixty (60) days. 

DRS offers a generous benefits package that includes membership in the Public Employees Retirement System, health, dental and vision coverage and participation in the Deferred Compensation Program. Also, as a public service employee you may also be eligible for student loan forgiveness. (See the Benefits tab at the top of this post for more information).

Other perks include: 

• Flexible work schedules
• Infants at Work Program
• Tuition reimbursement
• Opportunities for professional growth
• Access to LinkedIn Learning
• Commitment to team member safety and wellness
• Community involvement and charitable giving opportunities
• Commute Trip Reduction Program
• Free Parking and EV Chargers available