Office Assistant (OA3)

State of Washington Dept. of Licensing; Olympia (WA); On-site; USD 36,000 - 48,000; Full time

Job summary

The Washington State Department of Licensing’s Central Document Services in Olympia seeks a detail‑oriented records processor to review, scan, and image customer records. You will ensure accuracy, proper storage, and compliance with agency policies in a high‑volume environment.

You will operate scanning equipment, handle high‑volume mail, and support office operations while meeting deadlines. A minimum of six months experience and proficiency with Microsoft Office are required; pre-employment

Qualifications

• Six months of experience in a high production environment.
• Proficiency with computer equipment and Microsoft Office.
• Ability to read, understand, and retain information from written material.

Responsibilities

• Review, analyze, scan, and image customer records following program standards.
• Evaluate image quality and discrepancies; take corrective actions including re-scanning.
• Process high-volume mail and physical records through scanning and retention workflows.
• Maintain and operate assigned scanning equipment and perform daily maintenance.
• Support office operations and meet critical deadlines.

Skills

High production environment

Microsoft Office

Data entry

Scanning / imaging

Tools

DRIVES

Polaris

Opex CertainScan

MARS

Job description

We are dedicated to growing a culture of belonging through our values: Respect | Trust | Diversity | Inclusion | Equity

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.

Central Document Services (CDS) is essential to DOL agency operations.

They contribute 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 the agency through mail processing, imaging, validation, and distribution of vital documents required for program areas within the agency. As part of this team, you will work together to support internal DOL program areas and meet the demand of our DOL teams for delivering vital information to Washington Residents.

Some of what you will be doing:

• Review, analyze, scan, and image customer records in accordance with program standards, making independent decisions to ensure accuracy, retrievability, and proper database storage.
• Evaluate image quality and discrepancies to determine corrective actions, including re-scanning, re-ordering documents, deleting images, or completing complex data entry.
• Process high-volume physical records and mail, including sorting, staging, scanning, and securely moving documents through retention and shredding workflows.
• Maintain and operate assigned scanning equipment, including daily care, troubleshooting, issue resolution.
• Support overall office operations by meeting critical deadlines, handling sensitive items such as cash and checks, and providing backup reception coverage as needed.

What you will bring to the role (Required):

• Six (6) months of experience in the following:
  • Working in a high production environment while meeting production goals and critical deadlines.
  • Using computer equipment and Microsoft Office applications.
  • Reading, comprehending, interpreting, and retaining information from spoken and written material.
• The ability to:
  • Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
  • Promote and support a respectful, equitable, and inclusive workplace for all employees.
  • Promote and support respectful, equitable, and inclusive delivery of services to customers.
  • Take action to learn and grow.
  • Take action to meet the needs of others.

*Experience can be obtained concurrently*

What may help you stand out (Preferred):

• Experience in the following:
  • Managing and analyzing records in physical and digital form for completeness. Receive or print records and manage physical copies per retention guidelines.
  • Knowledge of USPS, UPS, and FedEx operations and procedures including state and federal laws concerning handling of mail.
  • Using Computer equipment and Microsoft Office applications.
  • Working in an office environment.
  • Operating high speed document scanner.
  • Experience performing data entry in a high production environment.
  • Using DOL applications such as DRIVES, Polaris, Firearms System, Opex CertainScan, and MARS.
  • Experience using proprietary Customer Relationship Management (CRM), scanning, or accounting software.

Additional conditions of employment:

• Must have the ability to lift 20 lbs. independently and move 70 lbs. with assistance.
• 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 applicant’s suitability and competence to perform in the position.
• This role will be in our Olympia office full-time and will not offer any hybrid work options.

DOL is committed to the full inclusion of all qualified individuals. In 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 contact Kyle Odell.

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!

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 the Talent Acquisition Team.

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 360-902-4000 or may email HRRecruit@dol. 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.

We do not use the E‑Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.