Office Assistant 3 - Member Operations Division

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!

We currently have two (2) Office Assistant 3 roles to fill.
Applicants chosen to interview will be invited to in-person interviews at our Tumwater office between October 15 and 17.

Applicants who apply by 8:00 am (PST) on Tuesday, October 7, will get first consideration. The hiring manager reserves the right to make a hiring decision at any time during the recruitment process.

The Opportunity:
We are looking for a dependable and service-minded Office Assistant 3 to join our Member Experience Division (MED) Office Support Team. In this role, you will be part of the team that supports the agency's Retirement Specialists by reviewing forms, scanning and indexing critical documents, and helping to manage incoming and outgoing mail. You will independently review documents and forms, such as direct deposit and federal withholding forms, enrollment and service retirement applications, etc., submitted by our members for completeness and compliance with Washington State rules.

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.
• Maintain and monitor the inventory of forms and publications, placing orders and assembling member packets as needed.
• Respond to internal email requests, print documents, and support clerical projects and print jobs.
• Research and resolve document-related issues in collaboration with internal teams.
  
  

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.

Commitment to Diversity
Recognizes the value of diversity. Helps create an environment that embraces and supports diversity, equity and inclusion.

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:
  (Applications without these required attachments will not be accepted)
  1. A cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position.
  2. A chronological resume outlining your experience to-date. Please keep in mind that professional or verifiable volunteer experience may be relevant.
• 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.
  
  

Why Work for DRS? At DRS, we are one team. We administer eight public retirement systems, 15 retirement plans, and the Deferred Compensation Program, and we serve over 930,000 current and former public employees in Washington. Our customers include fire fighters, teachers and school employees, state and local government employees, and public safety and law enforcement officers.

Regardless of what our specific duties may be, we are all dedicated to one purpose: ensuring our members have the information, tools, expertise and services that ensure they receive the retirement benefits earned while in public service. We foster a diverse and inclusive environment where team members are fully engaged and supported in meeting (and exceeding) our customers' expectations. All DRS leaders are focused on providing the coaching, mentoring, resources and support that team members need to be successful.

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