Scanning Operations Coordinator (PS2) DOH8666

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Scanning Operations Coordinator (PS2) DOH8666

Salary

$3,752.00 - $5,011.00 Monthly

Location

Thurston County – Tumwater, WA

Job Type

Full Time - Permanent

Job Number

DOH8666

Department

Dept. of Health

Division

Center for Facilities, Risk and Adjudication (CFRA)

Opening Date

06/30/2025

Closing Date

7/7/2025 11:59 PM Pacific

Salary Information

The high end of the salary range, Step M is typically a longevity step

Description


Equity and optimal health for all vision and photos of our employees and community


Scanning Operations Coordinator

Program Specialist 2 (PS2)

Permanent · Full-time · In- Person


The Washington State Department of Health works to protect and improve the health of all people in our state. Within the department, the Center for Facilities, Risk, and Adjudication (CFRA) provides leadership in adjudicative services, enterprise risk management, and workplace facilities—ensuring due process, proactive risk mitigation, and safe, efficient work environments for employees and partners.


The Scanning Operations Coordinator is part of the Office of Enterprise Risk Management (OERM), one of CFRA’s three offices. OERM includes six key sections: Civil Rights, Privacy, Public Disclosure, Information Governance, External Audit/Internal Controls, and Enterprise Risk Management. All who work to proactively manage risks that could impact the agency’s mission.


The Information Governance unit oversees the department’s centralized scanning unit, which supports the agency’s transition to a paperless, digital work environment.


In this role, you will:

  • Support the operation of our centralized scanning unit under the direction of Program Specialist 4.
  • Review and scan incoming paper files from agency programs and staff.
  • Conduct quality assurance reviews of scanned electronic files to ensure accuracy and completeness.
  • Help mitigate risks by transferring physical documents into our secure Enterprise Content Management (ECM) system.
  • Improve efficiency and public records response by enabling electronic search capabilities.
  • Contribute to the department’s records retention and disposition practices.


This position plays a vital role in protecting data integrity and supporting Washington’s move to a more mobile, responsive, and digitally enabled public health workforce.


Location and Flexibility 

Join our onsite team to collaborate directly with colleagues and be part of our dynamic workplace environment. This position requires working onsite and in person at our Tumwater, WA campus. 


Required Qualifications:

Experience defined below may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.


  • Two (2) or more years of experience in an administrative or office environment that includes records management and scanning or digitization of records.

AND

  • One (1) year of customer service experience that includes fulfilling requests, responding to inquiries, and resolving problems regarding records.

AND

  • Six (6) or more months of experience and an ability to use computer software as follows:

    • Electronic database system to update and/or maintain records.

    • Experience will include practical skills in MS Excel for spreadsheet tasks, database management, MS Word for document creation and formatting, and Microsoft Outlook or similar email systems for electronic correspondence.


Preferred Qualifications:

  • One (1) or more years of analytical experience reviewing documents and taking appropriate action based on an analysis of the information.
  • Two (2) or more years of document scanning and quality assurance processes in a high-functioning scanning unit.
  • Experience in performing quality assurance and quality control reviews of scanned documents.
  • Experience identifying and addressing issues in the scanning process, including detecting patterns of irregularities.
  • Experience with reviewing documents for completeness and accuracy and following established rules and timelines.
  • Experience with cleaning files of non-essential records and tracking files and records boxes.


Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health.


We are the Washington State Department of Health (DOH)

At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs, and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.


Conditions of Employment:


This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) the exclusive representative.


I am prepared, with or without accommodations, to do the following:

  • Commit to a full-time 40-hour workweek schedule (flexible work schedule requests must be approved supervisor).
  • Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
  • Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
  • This position is not eligible for teleworking 
  • Perform my job duties either remotely from home or in person at the designated DOH site location.
  • Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state. You must be able to legally drive a vehicle or arrange alternative transportation for state business.
  • Engage in emergency response exercises and high-priority assignments as assigned during emergency events. 


A collage featuring a water droplet, a doctor with a baby, and a basket of fresh vegetables and fruits.


APPLICATION DIRECTIONS:

To apply, click "Apply" and complete the application. Attach your resume, and cover letter. 


In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Please do not include private information such as social security number or year of birth.

Do attach the following:

  • Resume
  • Cover letter
  • DD-214 (if applicable)


Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year


Do not include or attach the following – these documents or details will not be reviewed:

  • REMOVE personal photos – do not submit any documents containing personal photos. 
  • Transcripts (unless specifically requested in the Application Directions)
  • Certifications or Diplomas
  • Projects or Portfolios
  • Letters of Recommendation


Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.  


DOH is an equal opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity. 


Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Andrea Thieme at employment@doh.wa.gov and reference the recruitment number (DOH8666).


Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 


Supplemental Information

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days. 


Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration. 


Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note:  If the position offers benefits which differ from the following, the job posting should include the specific benefits. 

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
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.

Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays 
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. 

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave 
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. 

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.  

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave 
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 12-31-2022

01
Where did you first hear about this employment opportunity?
  • a. DOH Employment Site/Job Alerts
  • b. DOH Employee
  • c. Friend or Acquaintance
  • d. Indeed
  • e. LinkedIn
  • f. Careers.wa.gov
  • g. Job Fair – if selected, answer Question 2
  • h. Other – if selected, answer Question 2
02
If you selected "g" or "h" to Question 1: Where you first heard about this employment opportunity?
03
Are you legally authorized to work in the United States?
  • Yes
  • No
04
Will you now or in the future require sponsorship for employment visa status? (e.g. H-1B, F1, TN, etc.) DOH is not an E-Verify agency]
  • Yes
  • No
05
I have read and I understand the Conditions of Employment/Working Conditions that are listed in the job posting and I am willing and able to accept these conditions if offered and accept the position. I have reviewed my responses to the supplemental questions to ensure their accuracy. I understand that once my application is submitted, these responses cannot be modified.
  • Yes
  • No
06
(Select all that apply) I have experience in the following:
  • a. Two (2) or more years of experience in an administrative or office environment that includes records management and scanning or digitization of records.
  • b. One (1) Customer service experience that includes fulfilling requests, responding to inquiries, and resolving problems regarding records.
  • c. Neither of the above.
07
(Select ALL that apply) I have at least 6 months of experience in the following:
  • a. Electronic database system to update and/or maintain records.
  • b. Experience will include practical skills in MS Excel for spreadsheet tasks, database management, MS Word for document creation and formatting, and Microsoft Outlook or similar email systems for electronic correspondence.
  • c. Neither of the above
08
(Select ALL that apply) I have the DESIRED experience in the following:
  • a. One (1) or more years of analytical experience reviewing documents and taking appropriate action based on an analysis of the information.
  • b. Two (2) or more years of document scanning and quality assurance processes in a high-functioning scanning unit.
  • c. Experience in performing quality assurance and quality control reviews of scanned documents.
  • d. Experience identifying and addressing issues in the scanning process, including detecting patterns of irregularities.
  • e. Experience with reviewing documents for completeness and accuracy and following established rules and timelines.
  • f. Experience with cleaning files of non-essential records and tracking files and records boxes.
  • g. None of the above

Required Question

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