$3,936.00 - $5,213.00 Monthly

Office Assistant 3 – Pharmacy

Dept. of Corrections
Lacey, WA
就业类型： Full Time - Permanent

SeattleCH 工作分析

原始职位描述

说明

Office Assistant 3 - Pharmacy description image

办公助理三级

西南地区业务办公室

华盛顿州莱克西市。

每小时工资： $22.62-$29.96

每月工资： $3,936.00-$5,213.00

工作时间： 7:00am-3:30pm (0700-1530) 周一至周五（周六、周日休息）

 

华盛顿州惩教部门正在寻找一位积极进取且具备资格的人员，担任位于华盛顿州莱克西市西南地区业务办公室的办公助理三级职位。


该职位确保患者记录完整且可访问，并获取相关记录以支持在监禁期间及释放后的患者护理，从而提高患者重新融入社会的成功几率，直接助力部门“通过积极改变人生来改善公共安全”的使命。


惩教部门的使命是“通过积极改变人生来改善公共安全”。如需更多信息，请访问我们的网站： doc.wa.gov


完整的申请材料将包括：

  • 一份详细的简历
  • 一封表达您对该职位兴趣的求职信


申请评估将持续进行；招聘单位保留随时在招聘过程中提供职位的权利。申请人应尽早提交申请，以获得优势。此次招聘可用于填补多个永久或非永久职位。

工作职责

处理健康记录： 

  • 入库订单记录 – 拉取订单表，记录该订单已到达的全部记录，使用医疗文件移动代码准确录入OMNI系统中接收记录的接收时间，包括接收的卷数；对未收到的记录进行跟进，通知主管或组长或发送记录单位邮件；在Access数据库中为每份记录录入接收日期；将已接收的记录放置在书架上进行披露处理；将每份请求文件放入相应的文件夹中等待处理。 
  • 收到物质滥用治疗记录蓝文件（BF）时，将其转发至物质滥用康复单位（SARU） – 使用记录发出代码在OMNI系统中录入BF的接收时间。安全地将BF装入信封中；创建地址标签，将地址标签贴在信封上；将信封放入出件邮件中等待CMS取件；使用记录发出代码在OMNI系统中录入BF的移动情况。 
  • 在不再需要时归还记录 – 在披露后两周内，确认每份记录是否还有其他披露请求，并将中央文件和医疗文件（CF/MF）送回州记录中心（SRC）和记录与信息管理单位（RIMU）；按条形码编号顺序打包存档盒；创建SRC或RIMU的地址标签；用胶带安全地封好盒子并附上地址标签；将盒子放在外部门口等待CMS取件；使用中央文件移动和医疗文件移动代码在OMNI系统中准确录入CF/MF的归还情况，如适用，包括每份文件的盒子数量；在Access数据库中为每份CF/MF标记归还情况。 
  • 将记录归档至区域记录办公室 – 查阅并研究电子邮件请求，通知请求者单位中未找到的记录；在Access数据库中记录需归还的记录；打印Access中需归还的记录列表；从书架上拉取记录，确保所有卷数都包含在内；按数字顺序将记录放入存档盒中；创建记录办公室的邮寄标签；用胶带安全地封好盒子并附上地址标签，如记录需邮寄，完成CMS粉色便签并贴在盒子上；将盒子放在外部门口等待CMS取件；使用医疗文件移动代码在OMNI系统中录入归还情况，包括记录的卷数；在Access数据库中记录每份记录的发送日期；查阅归还记录以确保记录到达区域记录办公室，一旦到达，删除Access中的条目，如发现归还记录缺失，进行跟进。 
  • 将请求的记录发送至设施 – 查阅并研究电子邮件请求，通知请求者单位中未找到的记录；从书架上拉取记录；将记录装入存档盒中；为设施医疗记录创建地址标签；用胶带安全地封好盒子并附上地址标签，如记录需邮寄，完成CMS粉色便签并贴在盒子上；将盒子放在外部门口等待CMS取件；使用医疗文件移动代码在OMNI系统中录入移动情况，包括卷数；在Access数据库中记录每份记录的发送日期；查阅归还记录以确保记录到达设施医疗记录，一旦到达，删除Access中的条目，如发现归还记录缺失或输入错误，进行跟进。 
  • 审核Access数据库中重新入监人员的记录并将其发送至当前设施 – 在OMNI系统中查阅记录表中列出的每个DOC编号；在Access数据库中记录已重新入监的人员；从书架上拉取记录；为每个地点单独将记录装入存档盒中；创建地址标签，用胶带安全地封好盒子并附上地址标签，如记录需邮寄，完成CMS粉色便签并贴在盒子上；将盒子放在外部门口等待CMS取件；使用医疗文件移动代码在OMNI系统中录入移动情况；在Access数据库中记录每份记录的发送日期；查阅归还记录以确保记录到达指定地点，一旦到达，删除Access中的条目，如发现归还记录缺失或输入错误，进行跟进。 
  • 审核健康记录单位的记录，确保所有记录都已录入Access数据库 – 从Access数据库中打印记录表，按记录列表在存储架上逐一查找，记录任何差异，研究差异以定位缺失或多余的记录，如需，更新记录表以添加未列出的记录或删除已列出但不再在单位的记录，如无法解决差异，通知主管。 
  • 当主管或组长要求时，订购需披露的记录 – 向每个区域记录办公室发送电子邮件列表，登录州长办公室记录中心管理系统（RCMS），为每份CF/MF输入条形码编号和DOC标识符，打印列表，将列表附在从该地点订购的请求上，记录在每份列表文件夹中披露请求将被归档的位置，将订购文件归档至“已订购记录”文件夹。 

当请求时协助其他设施的健康记录需求：

  • 对每份违规者文件进行研究 – 通过查阅OMNI移动记录准确识别违规类型；使用医疗文件移动代码准确录入记录接收时间，并包括文件类型和入院日期；适当登录CCP Access数据库或CCJ Excel表格。 
  • 将CCJ和县边界健康记录扫描并索引至机构影像系统 – 使用多功能设备或OnBase专用扫描仪扫描文件，验证每页的可读性，如需重新扫描；将图像文件上传至扫描文件夹；使用OnBase Unity Client正确索引（编码）每页，进行质量检查以确保所有文件都被正确索引；验证所有文件在OnBase中可查看，验证后销毁原始文件，并使用医疗文件移动代码录入扫描和销毁时间，包括入院日期；从Excel表格中删除文件条目。  
  • 准备在释放后30天内保留的非活跃记录 – 检查未归档的松散文件，确保所有文件都包含在健康记录中；通过查阅OMNI移动记录和归档记录，确保记录的所有卷数都已包含；将记录装入贴有患者姓名、DOC编号和记录中包含的入院和出院日期的信封中；在信封背面贴上图表脊背标签；如果使用多个信封存放记录，每个信封上注明当前卷数和总卷数；使用医疗文件移动代码为任何卷数变化创建OMNI归档记录。 
  • 回答技术问题 – 提供准确定位健康记录的指导；提供创建准确归档记录的指导；提供CCP文件与CCJ文件的区别指导；提供正确扫描违规者文件的指导。 

处理非活跃的交叉归档： 

  • 处理从设施和区域记录办公室收到的松散文件 – 通过查阅OMNI移动记录、归档记录和检查日期，准确定位健康记录，如需，使用OFTS获取归档条形码编号；将文件适当归档至单位中的记录，如需，通过内部信件或邮寄信封将文件转发至设施和区域记录办公室，如需，完成并贴上CMS粉色便签；将归档记录正确登录至Access交叉归档数据库，包括归档条形码编号、DOC编号、姓氏、名字首字母、如果OMNI名称与文件上的名称不同，使用AKA、释放日期、归档日期和销毁截止日期，准确将文件归档至文件柜中的交叉归档文件。 
  • 检查额外卷数和CCP违规者文件 – 使用医疗文件移动代码在OMNI系统中录入收到的记录/文件的接收情况，包括收到的卷数或入院日期；通过查阅OMNI移动记录、归档记录和检查日期，准确定位健康记录，如需，使用OFTS获取归档条形码编号；如需，将卷数/文件转发或返回至其他地点；在Access数据库中记录接收情况。
  • 订购并处理交叉归档记录 – 将需订购的CF/MF录入Access数据库；登录州长办公室RCMS并输入每份所需的CF/MF；打印订单，将列表附在交叉归档文件上，将订单归档至“已订购记录”文件夹；检查已订购的记录，使用中央文件移动和医疗文件移动代码录入CF/MF的接收情况；将从文件柜中取出的用于交叉归档的文件放入健康记录中；将健康记录的额外卷数附加至CF/MF；将CF/MF返回州记录中心，使用中央文件移动和医疗文件移动代码录入CF/MF的归还情况；删除已交叉归档的文件在Access交叉归档数据库中的条目。 
  • 监控Access交叉归档数据库 – 在从SRC接收CF/MF时检查，搜索数据库中的交叉归档；将任何文件附加至披露请求；删除数据库中的条目。 
  • 必要时创建新的电子表格和/或数据库以处理交叉归档。

保持物资库存：

  • 监控并订购库存 – 使用Excel表格跟踪库存；根据判断订购物资以确保库存不会耗尽；根据其他部门员工的请求订购额外物品；在订购前通知员工，以便任何额外物品可以被包含在内；在TRACKS E-采购系统中完成订购；将TRACKS订单发送给药房和健康记录运营经理审批；打印采购订单信息表（POIS），并将其附在确认邮件中，以确保所有物品都能收到。 
  • 接收订单 – 将装箱单和收到的物品与POIS进行核对，保留装箱单；在所有物品收到后，将装箱单（装箱单）发送至第3部门接收；在Excel表格中更新库存；保留相关文件六个月。 
  • 维护Excel表格 – 必要时添加物品，包括Office Depot和/或Pacific Office Solutions的商品编号；删除不再需要的物品；根据通常使用量调整所需库存数量。 
  • 确保打印的健康记录分隔纸张库存充足 – 监控每种类型分隔纸张的可用量；根据判断在需要时进行打印，以确保打印库存能满足拆分记录的需求且不会耗尽。 
  • 在必要时创建新的电子表格和/或数据库以跟踪物资和使用情况。

领导安排的其他工作： 

  • 审核并处理患者用药清单请求，以确保及时、高质量的服务 – 在OMNI Movements中查找记录的发布位置和日期；登录CIPS药房系统，输入信息的起止日期以提取数据，输入患者的DOC编号，查看结果以确保发布药物包含在内，如需调整则更新起止日期，提取发布药物清单，打印或保存为PDF格式；创建披露声明并保存为PF格式；使用Adobe Pro将药物清单和披露声明合并为一个PDF文件；如果收到电子邮件请求，回复邮件并附上药物清单PDF文件，通知请求者这是特定发布日期的药物清单，并在发送前加密邮件；使用eFax发送药物清单作为对传真请求的回复，创建传真封面页，通知请求者这是特定发布日期的药物清单，并将确认信息保存在“往来文件”电子文件中。 
  • 记录披露信息 – 在SharePoint健康记录披露日志中录入请求和披露信息，包括患者的DOC编号、全名、请求接收日期、接收请求的机构、请求者姓名及位置、披露是否已授权、请求原因、披露的信息内容、页数、完成日期、文件提供方式、完成披露的人员及所花费时间；在打印的请求上记录页数、披露内容、披露日期、完成披露的人员及签名。 
  • 审核并准确分配发布到GovQA的公共记录请求 – 使用OMNI Movements、Chronos和Check Dates查找记录位置；根据设施和记录名称/编号的责任分配给指令中列出的人员；确保残疾认定服务请求的授权有效，如无效则分配给单位；将无记录响应分配给单位。 
  • 处理单位请求 – 正确地将请求记录到Access数据库中，包括日志编号、GovQA H编号、DOC编号、患者姓名、请求接收日期、请求者姓名和记录位置；如需，使用OFTS获取归档条形码编号；在请求上注明日志编号、H编号、记录位置/条形码编号和DOC编号；在请求或附加的单独文件中列出监禁/释放日期，以帮助确保记录完整。

资格要求

必须具备的资格： 

  • 有效的驾驶执照。 
  • 一年的文书/办公室工作经验。 
  • 能够以每分钟至少40字的速度打字。 
  • 了解并有使用办公设备的一般知识和经验，包括个人电脑、复印机、传真机、多线电话等。 
  • 展示出基本的计算机和办公技能。 
  • 中级的字处理和电子表格技能。 
  • 展示出组织能力和时间管理能力。 
  • 能够在压力环境下工作： 能够适应并积极应对高强度工作环境带来的压力。 
  • 能够多任务处理： 能够在快节奏、注重细节的工作环境中同时处理多项任务，合理安排优先级，并高效完成各项工作。 
  • 政策与程序： 熟悉并理解所有适用的机构政策、程序和指南，特别是在羁押与安全方面。能够持续跟进政策和程序的更新变化。 
  • 适当分享信息： 遵守矫正部门政策及联邦和/或州法律，保持信息的保密性。及时向主管汇报需要了解的信息；分享完整且准确的信息。 
  • 团队合作精神： 展现以团队为重的客户服务理念。能够有效进行内部和外部沟通。促进包容性。 
  • 培养积极态度： 展现对工作场所不断变化的社会和文化背景的开放态度。能够与不同观点、能力、残疾、种族、宗教、年龄、生活方式偏好以及社会、民族和文化背景的男女同事有效合作。尊重他人的差异，并认识到这些差异的重要性和价值。具备文化敏感性和适当性。尊重并珍视多元背景和传统。 
  • 展现机构价值观 

 希望具备的资格：

  • 具备两年的文书工作经验。
  • 相当的教育背景或工作经验。
  • 有在健康服务环境工作的经验，并熟悉医学术语者优先。

补充信息

使命：矫正部门的使命是通过积极改变人生来提升公共安全。

我们的愿景共建更安全的社区。

我们的承诺: 运营一个安全且人道的矫正系统，并与他人合作，帮助人们转变生活，打造更美好的华盛顿州。


我们的核心价值观[5] 培养诚信与信任的环境：


  1. Cultivate an environment of integrity and trust: 矫正系统重视合作与信任。我们鼓励开放沟通，支持勇敢表达。我们致力于言行一致，通过承担责任并主动管理自己的行为来兑现承诺。
  2. 尊重且包容的互动： 矫正系统重视每个人，通过营造包容与多元的环境来促进安全。我们尊重、珍视并倾听利益相关者的观点与感受，同时考虑我们服务对象以及彼此之间的影响。
  3. 保障人民的安全： 矫正系统致力于创建一个重视身体、心理和情感安全与福祉的环境。我们尊重那些为所有人安全做出贡献的人。
  4. 用积极的言行表达： 在矫正系统中，我们假设积极的意图，并相信所有人都希望获得最好的结果。我们始终以积极的行为展现，尽全力做到最好。
  5. 支持人们的成功： 矫正系统致力于我们的社区——理解个体、激发希望、拥抱改变、提供机会。


重要提示：

  • DOC 遵守联邦就业资格验证表格 I-9 的就业资格验证要求。所选候选人必须能够提供符合该表格要求的身份及在美国工作的资格证明。 https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
  • DOC 不使用 E-Verify；因此，我们无法提供 STEM-Optional Practice Training（OPT）。如需了解更多信息，请访问 www.uscis.gov.
  • 请在申请中至少提供三（3）位专业参考人。专业参考人是指那些被支付以监督您工作的个人，能够证明您的工作表现、技术技能和岗位胜任能力。如果您没有或不足专业参考人，请提供与岗位无关的专业人士，例如教育工作者或其他专业联系人。   


请注意：  电话号码 和 电子邮件地址是所有专业参考人必须提供的。

  • 在正式录用前，将进行背景调查，包括犯罪记录历史。背景调查所得信息不一定会影响雇佣决定，但将在评估申请人是否适合并具备胜任该职位的能力时予以考虑。
  • 员工可能会直接与或接近在潜在危险环境中服刑的人员工作。在决定是否申请时，请考虑这一点。 
  • 我们致力于维护一个无毒品和酒精的职场环境，员工需遵守所有州和联邦法律。在招聘过程中可能会进行入职前的毒品检测，对任何毒品检测呈阳性的申请人将被取消考虑资格。 
  • 麻醉性辣椒素（OC）是一种气雾型辣椒喷雾，用于自卫和/或缓和紧张局势。对辣椒素敏感或有过敏史的申请人，建议了解此职位中可能接触到的暴露水平。 
  • 动物护理项目是华盛顿州大多数监狱的常见组成部分，包括狗和猫的项目。对动物敏感或有过敏史的申请人，建议了解此职位中可能接触到的暴露水平。
  • 结核病（TB）是华盛顿州监狱管理局（DOC）员工的重要健康问题。成功候选人可能需要在入职后60天内提供有效的结核菌素皮肤试验结果。若检测结果为阳性，还需进一步的信息、检测和治疗。雇佣并不取决于检测结果。 该职位可能由一个谈判单位代表。
  • 需要进行呼吸器医疗评估问卷、适配性测试、培训以及根据华盛顿州工业安全与卫生法标准使用呼吸防护装备。请参阅WAC 296-842以获取更多信息。
  • 必须能够适应狭小空间、爬楼梯、长时间步行，并频繁搬运重达30磅的物品。在极少数情况下，该职位可能需要搬运或携带重达50磅的物品，并推动重达100磅的物品。  
  • 在美国以外的国家获得的等同于美国学位的学历，必须随申请附上学历评估报告。您可从 
  • www.wes.org 和 www.aice-eval.org 获取所需的评估/文件。在提供相关文件之前，您将不会被选中继续参与招聘流程。
  • 被华盛顿州矫正部门录用的候选人必须具备无需雇主赞助签证的工作许可，无论现在还是将来。
  • 薪资根据经验确定，并在最终录用通知发出时确定。 


我们致力于招聘具备核心多样性能力的人员： 

培养积极的态度，对工作场所不断变化的社会和文化构成保持开放心态。


  • 能够有效与具有不同观点、能力、残疾、种族、宗教、年龄、生活方式偏好以及社会、民族和文化背景的人合作。
  • 尊重并认可他人的差异，并认识到这些差异的重要性和价值。
  • 促进包容性。
  • 具备文化敏感性和适当性。
  • 尊重并珍视多样化的背景和传统。


我们为您提供： 


作为华盛顿州矫正部门的员工，您的工作与生活的平衡是我们优先考虑的事项。华盛顿州员工享有全国最全面且具有竞争力的福利套餐。除了涵盖医疗、牙科和视力的全面家庭保险外，这些福利还包括：


  • 每年最多25天带薪年假
  • 每月8小时带薪病假
  • 每年12天带薪假期 
  • 丰厚的退休计划
  • 灵活支出账户
  • 依赖者护理援助
  • 延期报酬计划，以及更多！


州员工是华盛顿州公共雇员退休系统（PERS）的成员。新员工可以选择两个由雇主资助的退休计划。如需更多信息，请查看以下链接： 养老金系统部门网站

DOC 是一家机会均等的雇主，不会因种族、宗教、肤色、国籍、性别、婚姻状况、性取向、性别认同、性别表达、年龄、荣誉退伍军人、退伍军人状态、基因信息，或任何感官、精神或身体残疾，或残疾人使用经过训练的导盲犬或服务动物而有所歧视。

如对本次招聘有任何疑问，或需在申请过程中请求合理便利，请发送电子邮件至 lindsey.martinez@doc1.wa.gov 或致电我们 425-760-4485。 如需使用 TTY 服务，请致电华盛顿州转接服务 7-1-1 或 1-800-833-6388。

SeattleCH Job Analysis

Original Job Description

Description

Office Assistant 3 - Pharmacy description image

Office Assistant 3

Southwest Region Business Office

Lacey, Washington.

Hourly Salary: $22.62-$29.96

Monthly Salary: $3,936.00-$5,213.00

Schedule: 7:00am-3:30pm (0700-1530) Monday-Friday (Saturday/Sunday off)

 

The Washington State Department of Corrections is seeking a highly motivated and qualified individual for the Office Assistant 3 position at the Southwest Region Business Office located in Lacey, Washington.


This position ensures patient records are complete and accessible and records are obtained to facilitate patient care during incarceration and after release, which increases the patient’s chances of succeeding upon reentry, directly contributing to the agency’s mission to improve public safety by positively changing lives.


The mission of the Department of Corrections is to 'improve public safety by positively changing lives. For additional information visit our website at doc.wa.gov


COMPLETED APPLICATION PACKET WILL INCLUDE:

  • A detailed resume
  • A cover letter outlining your interest in this position


Application assessment will be ongoing; the hiring authority reserves the right to offer the position at any time during the recruitment process. It’s the applicant's advantage to apply as early as possible. This recruitment could be used to fill multiple permanent or non-permanent positions.

Duties

Process health records: 

  • Check-in ordered records – Pull order form, note all records that have arrived for that order, accurately chrono reception of records received into OMNI using Medical File Movement code, to include number of volumes received; follow-up on any records not received by notifying Lead or Supervisor or emailing sending Records unit; enter date received for each record in Access database; place received records on shelf for disclosure processing; place each request paperwork in appropriate folder for processing. 
  • Forward substance abuse treatment records blue file (BF) to Substance Abuse Recovery Unit (SARU) when received with CF/MF – Chrono receipt of BF in OMNI using Records Issues code. securely package in envelope; create address label, affix address label to envelope; place in outgoing mail for CMS pickup; chrono BF movement in OMNI using Records Issues code. 
  • Return records when no longer needed – After two weeks post-disclosure, verify there is no additional disclosure request for each record and send central and medical files (CF/MF) back to State Records Center (SRC) and Records and Information Management Unit (RIMU); pack archive boxes in barcode number order; create SRC or RIMU address box label; securely tape box closed with address label attached; place box by exterior door for Consolidated Mail Services (CMS) pickup; accurately chrono return of CF/MF into OMNI using Central File Movement and Medical File Movement codes, include number of boxes per file when appropriate; check off return in Access database for each CF/MF. 
  • Return records to regional Records offices for archiving – Review and research emailed request, notify requester of any records not in Unit; note in Access database records to be returned; print Access list of records to be returned; pull records from shelves, ensuring all volumes are included; place records in archive boxes in numerical order; create Record office mailing label; securely tape box closed with address label attached, complete CMS pink slip when records require shipping and affix to box; place box by exterior door for CMS pickup; chrono return into OMNI using Medical File Movement code to include number of volumes for record; note in Access database date each record was sent out; research chronos to ensure receipt of record at the regional Records office, delete Access entry once arrived, follow-up if it appears any chronos are missing. 
  • Send requested records to facilities – Review and research emailed request, notify requester of any records not located in Unit; pull records from shelves; pack records in archive boxes; create address box label for facility Medical Records; securely tape box closed with address label attached, complete CMS pink slip when records require shipping and affix to box; place box by exterior door for CMS pickup; chrono movement in OMNI using Medical File Movement code, to include number of volumes; note in Access database date each record was sent out; research chronos to ensure receipt of record at facility Medical Records, delete Access entry once arrived, follow-up if it appears any chronos are missing or entered incorrectly. 
  • Audit Access database for readmitted individuals and send records to current facility – Research each DOC number listed in Records table in OMNI; note in Access database the ones that have been readmitted to prison; pull records from shelves; pack records in archive boxes for each location separately; create address box labels, securely tape box closed with address label attached, complete CMS pink slip when records require shipping; place box by exterior door for CMS pickup; chrono movement in OMNI using Medical File Movement code; note in Access database date each record was sent out; research chronos to ensure receipt of record at location, delete Access entry once arrived, follow-up if it appears any chronos are missing or entered incorrectly. 
  • Audit records at the Health Records Unit to ensure all have been entered into the Access database – Print Records table from Access database, search storage shelves for each record listed, note any discrepancies, research discrepancies to locate missing or extra records, update Records table as needed to add records not listed or remove records listed but no longer in Unit, notify supervisor of any discrepancies that cannot be rectified. 
  • Order records required for disclosure when requested by supervisor or lead – Email list to each regional Records office, log into Secretary of State Records Center Management System (RCMS) and enter barcode number and DOC identifiers for each CF/MF required, print lists, attach list to requests ordered from that location, note on each list folder name the disclosure request will be filed in, file orders in Records Ordered folder. 

Assist with health records needs at other facilities when requested:

  • Conduct research on each violator file received – Examine OMNI Movements to correctly identify type of violation; accurately chrono receipt of records using Medical File Movement code and include type of file and dates of admission(s); log appropriately into CCP Access database or CCJ Excel spreadsheet. 
  • Scan and index CCJ and County Boarder health records into agency imaging system – Scan documents using a Multi-Function Device or OnBase-dedicated scanner, verify legibility of each page, rescan as needed; upload image files to sweep folder; use OnBase Unity Client to index (code) each page correctly, perform quality assurance to ensure all documents are indexed accurately; verify all documents are viewable in OnBase, destroy original documents after verification, and chrono scanning and destruction using Medical File Movement code with dates of admission(s) included; delete file entry from Excel spreadsheet.  
  • Prepare inactive records for retention 30 days post-release – Inspect outstanding loose filing to ensure all documents are included in the health record; research OMNI Movements and Chronos to ensure all volumes of the record are included; package record in envelope(s) labeled with patient last name, first name, DOC number, and admission and discharge dates included in the record; place chart spine label on spine of envelope; write number of current volume and number of total volumes on each envelope if more than one used to house record; create OMNI Chrono for any change in volume number using Medical File Movement code. 
  • Answer technical questions – Provide direction on precisely locating health records; provide direction on creating accurate chronos; provide direction on CCP file vs. CCJ file; provide direction on correctly scanning violator files. 

Process inactive interfiling: 

  • Process loose filing received from facilities and regional Records offices – Conduct research to precisely locate health record using OMNI Movements, Chronos, and Check Dates, obtain archive barcode number using OFTS when required; appropriately file documents in records located at the Unit, forward documents to facilities and regional Records offices as necessary using interoffice or mailing envelopes, complete and affix CMS pink slip when required; correctly log documents for archived records into Access Interfiling database to include archive barcode number, DOC number, last name, first initial, AKA if OMNI name is different than name on document, release date, archive date, and destruction due date, accurately file documents in file cabinets for archived interfiling. 
  • Check in additional volumes and CCP violator files – Chrono reception of records/files received into OMNI using Medical File Movement code, to include number of volumes or admission dates received; conduct research to precisely locate health record using OMNI Movements, Chronos, and Check Dates, obtain archive barcode number using OFTS when required; forward or return volume/file to alternate location if needed; log receipt into Access database.
  • Order and process records for archived interfiling – Enter CF/MFs to be ordered into Access database; log into Secretary of State RCMS and enter each CF/MF required; print order, attach list to interfiling documents, file order in Records Ordered folder; check in ordered records, chrono receipt of CF/MF using Central File Movement and Medical File Movement codes; place documents pulled from file cabinets for archived interfiling in health record; attach extra volumes of health record to CF/MF; return CF/MF to State Records Center, chrono return of CF/MF using Central File Movement and Medical File Movement codes; delete Access Interfiling database entries of documents that have been interfiled. 
  • Monitor Access Interfiling database – When checking in CF/MFs received from SRC, search database for interfiling; attach any documents to disclosure request; delete entry in database. 
  • Create new spreadsheet and/or database when necessary to process interfiling.

Maintain supply stock:

  • Monitor and order inventory – Use Excel spreadsheet to track stock; order supplies using judgement to ensure stock does not run out; order additional items when requested by other unit staff; notify staff of impending order so any additional items can be included; complete order in TRACKS E-Purchasing System; send TRACKS order to Pharmacy and Health Records Operations Manager for approval; print Purchase Order Information Sheet (POIS) attached to confirmation email to help ensure all items are received. 
  • Receive orders – Compare packing slip and items received with POIS, retain packing slip; email packing slip(s) to Section 3 Receiving after all items have been received; update inventory in Excel spreadsheet; retain paperwork for six months. 
  • Maintain Excel spreadsheet – Add items as necessary, to include Office Depot and/or Pacific Office Solutions item number; remove items no longer needed; adjust number of stock needed to reflect amount typically used. 
  • Ensure printed health record divider sheets are stocked – Monitor amount of each type of divider sheet available; print when needed using judgement to ensure printed stock meets the needs for breaking down records and does not run out. 
  • Create new spreadsheet and/or database when necessary to track supplies and usage.

Other duties as assigned: 

  • Review and process requests for patient medication lists to assure timely, quality service – Research in OMNI Movements location and date of release; log into CIPS Pharmacy system, enter inclusive dates of information to pull, enter patient DOC number, view results to ensure release medications are included, update inclusive dates if needed, pull Release medication list, print or save list to PDF; create Disclosure Statement and save as PF; merge medication list and Disclosure Statement into one PDF file using Adobe Pro; reply to email if emailed request and attach medication list PDF file, notify requester it is a medication list for the specific release date, encrypt email before sending; use eFax to send medication list as response to faxed request, create fax cover sheet, notify requester it is a medication list for the specific release date, save confirmation in Correspondence electronic file. 
  • Document disclosure – Enter request and disclosure in SharePoint Health Records Disclosure Log to include patient’s DOC number, full name, date request was received, facility receiving request, requester name and location, if disclosure was authorized, reason for request, information disclosed, number of pages, date of completion, how document was provided, who completed the disclosure, and time spent completing disclosure; document on printed request number of pages, what was disclosed, date of disclosure, who completed the disclosure, and signature. 
  • Review and accurately assign public records requests posted to GovQA – Research location of record using OMNI Movements, Chronos, and Check Dates; assign to individual listed on instructions Assigning Health Record Requests based on facility and record name/number responsibility; ensure authorizations for Disability Determination Services requests are valid, assign to Unit if not; assign No Records responses to Unit. 
  • Process Unit requests – Correctly log requests into Access database, to include log number, GovQA H number, DOC number, patient name, date request receive, requester name, and record location; obtain archive barcode number using OFTS when required; note log number, H number, record location/barcode number, and DOC number on request; list dates of incarceration/release on request or separate document attached to request to help ensure record is complete.

Qualifications

Required Qualifications: 

  • Valid driver’s license. 
  • One year clerical/office experience. 
  • Ability to type a minimum of 40 words per minute. 
  • General knowledge and experience with office machines, including personal computer, copier, fax machine, mulit-line telephone, etc. 
  • Demonstrate proficiency in basic computer and office skills. 
  • Intermediate word processing and spreadsheet skills. 
  • Demonstrate organization and time management skills. 
  • Handle stressful environments: Adapt to and positively handle the stress of a high-paced work environment. 
  • Multi-task: Ability to multi-task, prioritize, and complete work assignments in a fast-paced, detail-oriented environment. 
  • Policies and procedures: Know, understand, and consistently demonstrate ability to follow all applicable agency policies, procedures, and guidelines related to custody and security. Stay current as policies and procedures change. 
  • Share information appropriately: Maintain confidentiality of information learned through position that is protected by Department of Corrections policy, and Federal and/or State law. Keep supervisor informed of need-to-know items; share complete and accurate information. 
  • Team player: Demonstrate team approach to providing excellent customer service. Communicate effectively both internally and externally. Promote inclusiveness. 
  • Foster a positive attitude: Demonstrate openness toward the ever-changing social and cultural makeup of the workplace. Work effectively with men and women of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences, and social, ethnic, and cultural backgrounds. Respectfully acknowledge people’s differences and recognize these differences as important and valuable. Be culturally sensitive and appropriate. Respect and value diverse backgrounds and traditions. 
  • Demonstrate agency values 

 Desired Qualifications:

  • Two years of clerical experience.
  • Equivalent educations/experience.
  • Experience working in  a health services environment and knowledge of medical terminology is preferred.

Supplemental Information

Mission: The mission of DOC is to improve public safety by positively changing lives.

Our Vision: Working together for safer communities.

Our Commitment: To operate a safe and humane corrections system and partner with others to transform lives for a better Washington.


Our Core Values:


  1. Cultivate an environment of integrity and trust: Corrections values partnership and trust. We foster openness and support courageous conversations. We are committed to doing what we say we are going to do by being accountable and taking personal ownership in our actions.
  2. Respectful and inclusive interactions: Corrections appreciates and values individuals by promoting an inclusive and diverse environment, which encourages safety. We respect, value, and listen to the thoughts, feelings, and perspectives of our stakeholders and consider the impact on those we serve as well as each other.
  3. People's safety: Corrections believes in creating an environment that values physical, mental, and emotional security and well-being. We honor those who advance safety for all.
  4. Positivity in words and actions: At Corrections, we assume positive intentions and believe there is a shared desire for the best outcome. We consistently demonstrate positive behavior and always put forth our best effort.
  5. Supporting people's success: Corrections is committed to our community – understanding individuals, instilling hope, embracing change, and providing opportunities.


IMPORTANT NOTES:

  • DOC complies with the employment eligibility verification requirements for 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. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
  • DOC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
  • Please include a minimum of three (3) professional references with your application. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies.  If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.   


**Please note:  Phone number AND email address are required for all professional references.

  • A background check including criminal record history will be conducted prior to a new hire.  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 position.
  • Employees may work directly with or near incarcerated individuals in a potentially hazardous setting. Please consider this when deciding whether to apply. 
  • We are committed to maintaining a drug and alcohol-free work environment, and our employees are expected to comply with all state and federal laws. A pre-employment drug test may be administered as part of the selection process, and applicants who test positive for any controlled substances, will be disqualified from consideration. 
  • Oleoresin Capsicum (OC) is an aerosol pepper spray made available as a means of self-defense and/or de-escalation. Applicants with sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position. 
  • Animal care projects are a common component of most Washington State prisons, including dog and cat programs. Applicants with animal sensitivities or allergies are encouraged to ask about the level of exposure they could expect in this position.
  • Tuberculosis (TB) is a priority health issue for DOC employees. The successful candidate may be required to provide valid proof of a baseline TB skin test within 60 days from the date of hire. When positive tests result, further information, testing and treatment will also be required. Employment is not contingent upon test results.
  • This position may be represented by a bargaining unit.
  • Requires respirator medical evaluation questionnaire, fit testing, training, and use of respiratory protection as required by the WA Industrial Safety & Act standards. Refer to WAC 296-842 to learn more.  
  • Must be able to work in spaces, climb stairs, walk long distances, and frequently lift up to 30 pounds. Under rare circumstances this position may be required to lift or carry up to 50 pounds and push up to 100 pounds. 
  • Foreign equivalent degrees awarded outside the United States must have a credential evaluation report attached to your application. You may request the required evaluation/documentation from www.wes.org and www.aice-eval.org. Until this documentation is provided, you will not be selected to move forward in the hiring process.
  • Candidates who are offered a job with the Department of Corrections must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
  • Salary is based on experience and is determined at the time a final offer of employment is made. 


We are committed to hiring individuals who possess core diversity competencies: 

Foster a positive attitude and openness toward the ever changing social and cultural makeup of the workplace.


  • Work effectively with people of different perspectives, abilities, disabilities, races, religions, ages, lifestyle preferences and social, ethnic and cultural backgrounds.
  • Respectfully acknowledge people's differences and recognize these differences as important and valuable.
  • Promote inclusiveness.
  • Be culturally sensitive and appropriate.
  • Respect and value diverse backgrounds and traditions.


What We Offer: 


As an employee of the Department of Corrections, your work-life integration is a priority.  Washington State employees are offered one of the most inclusive and competitive benefits packages in the nation.  Besides comprehensive family insurance for medical, dental, and vision, these perks also may include:


  • Up to 25 paid vacations days a year
  • 8 hours of paid sick leave per month
  • 12 paid holidays a year 
  • Generous retirement plan
  • Flex Spending Accounts
  • Dependent Care Assistance
  • Deferred Compensation and so much more!


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.

DOC is an equal opportunity employer and does not discriminate on the basis of race, creed, color, national origin, sex, marital status, sexual orientation, gender identity, gender expression, age, honorably discharged veteran, veteran status, genetic information, or the presence of any sensory, mental or physical disability or the use of a trained guide dog or service animal by a person with a disability.

For questions about this recruitment, or to request reasonable accommodation in the application process, please email lindsey.martinez@doc1.wa.gov or call us at 425-760-4485. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6388.

申请期限

7天 09:30:37
开始日期 6/9/2026 (二)
截止日期 6/16/2026 (二)
11:59 PM 截止
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