DSHS WSH Office Assistant 3

State of Washington; Lakewood (WA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Orca Card for transportation

Possible 5% premium pay for on-site w—

Job summary

Washington State Department of Social and Health Services (DSHS) seeks an Office Assistant 3 at Western State Hospital in Lakewood, WA. The role provides ward clerical support to interdisciplinary teams and ensures standardized medical records with strict PHI safeguards throughout patient stays.

The position emphasizes data entry, document preparation, and adherence to hospital policies while supporting the HIMS function across wards as needed.

Qualifications

• High school diploma or equivalent and two years of clerical experience.
• Ability to type 40 wpm and use Microsoft Office.
• Ability to work with and communicate with an inpatient behavioral health team.

Responsibilities

• Performs a wide variety of clerical activities and tasks.
• Ensure smooth ward operations; prepare admission/discharge paperwork and manage patient records.
• Complete data entry and compile spreadsheets for ward staff and monthly/weekly reports.
• Handle clinical record printing, filing, data entry, and data extracts.
• Keyboarding of documentation for medical records.
• Ensure current Court Orders are filed in medical charts and updated as needed.
• Sort and deliver ward and patient mail to designated area.
• Prepare and assemble required documentation.
• Other duties as assigned.

Skills

Typing 40 wpm

Microsoft Office

English proficient

Team-based collaboration

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

DSHS WSH Office Assistant 3 - UNIT

We're hiring an Office Assistant 3 at Western State Hospital (WSH) in Lakewood, WA. In this role within the Health Information Management Services (HIMS) function as a ward clerk/clerical support to the interdisciplinary treatment teams as needed on a particular ward and/or "sister" ward within the WSH.

This position is ultimately responsible for maintaining standardization of the medical record with strict adherence of federal, state regulations, while following established hospital policies, procedures, guidelines, forms and manuals specific to the maintenance and safeguarding of all patients Protected Health Information (PHI) during all phases of the patient’s stay at WSH.

Some of what you'll do:

• Performs a wide variety of clerical activities and tasks
• Ensure the smooth operations of the wards, such as preparing admission/discharge paperwork for new or discharging patients, process all documents including legal information, security, tracking, standardization, accuracy, maintenance, and up-to-date status of each hard copy clinical patient record
• Complete required data entry and compile spreadsheets for the ward staff, quality assurance monitors, and monthly/weekly data reports, including discharge, admission, transfer to jail, and post documents to be sent to the HIMS department
• Complete all clinical record printing, filing, data entry, composition and data extracts in/for the clinical record
• Perform accurate keyboarding of documentation for the medical records
• Ensure that all patient records have a current Court Order filed in their medical chart following the GOR working chart order, file updated Court Orders upon receipt from Psychologist or from In & Out Reports
• Conduct receiving and sorting of incoming ward and patient mail and delivery of outgoing ward and patient mail to the center’s designated mail area
• Prepare and assemble all required documentation
• Other duties as assigned

What we're looking for:

• Knowledge of medical records forms procurement and distribution procedures and records retention procedures
• Ability work with or around people in an inpatient behavioral health setting
• Ability to effectively work with and communicate with a multidisciplinary medical staff team
• Ability to type 40wpm, knowledge of Microsoft Office programs, and be proficient in English both written and verbal

Additional Information:

• Pierce County employees are eligible to receive an Orca Card for transportation needs
• Opportunities performed on-site at this work location at least three days a week may be eligible for an additional 5% premium pay in addition to the advertised salary

Who should apply:

• A high school diploma or equivalent AND two years of clerical experience

Questions?

Please contact [e-mail] or call Talent Acquisition [phone] and reference job number 08549.

The Department of Social and Health Services' (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency's vision that you bring an equity, anti-racism, and social justice commitment to your work with DSHS. We strive to create greater access and affirming representation of the communities we serve, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Prior to a new hire, a background check including criminal record history may be conducted. 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 job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at [phone]. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

Relationship and Reporting Structure (NEPOTISM) Disclosure: If you are selected for hire, you must disclose whether you have a relative, household member, close friend, or romantic partner within your potential supervisory chain of command. DSHS has a Relationships and the Reporting Structure policy that prohibits nepotism and can be reviewed here. Applicants whose appointment would result in a prohibited reporting relationship are not eligible to appointment to that position.

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