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Scanning Operations Coordinator (PS2) DOH8666



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. 



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. 


Qualifications

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.

Date Posted
06/30/2025
Job Reference
DOH8666
Organization
Dept. of Health, Center for Facilities, Risk and Adjudication (CFRA)
Location
Thurston County – Tumwater, WA
Category
Administrative
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