Assistant Records Officer Jobs (NOW HIRING)

Description Note: This job opportunity is only open to OFM employees. Please note: The starting salary offer will be determined based on the successful candidates' qualifications within the budgeted salary range of $65,328 - $85,224 annually. However, there is the potential for longevity, growth, and salary progression for the individual once employed.

Why work for the Office of the Governor. At the Office of the Corrections Ombuds (OCO), we are driven by a powerful mission: to create a more humane, transparent, and equitable Washington Corrections system. As an independent and impartial agency established by the Legislature, we are committed to advocating for incarcerated individuals, resolving conflicts, and fostering systemic improvements within the Department of Corrections (DOC).

Our vision is to empower those impacted by incarceration to raise their concerns, reduce harm, and influence positive change across the system. Our work is rooted in the belief that everyone deserves to be treated with dignity and respect. We provide crucial information to incarcerated individuals and their families, raising awareness about their rights and responsibilities, and ensuring that our services are equitable and inclusive.

Diversity and lived experience are at the heart of our mission as we work to build a corrections system that serves everyone fairly. The Job Opportunity The Office of Corrections Ombuds (OCO) is an independent agency within the Governor's Office that works to protect the health, safety, welfare, and rights of incarcerated individuals. OCO promotes transparency in Washington's correctional system by investigating concerns, helping individuals and families understand policies, and identifying systemic issues for action by state leadership.

In this role, you will support OCO's mission by investigating complaints related to the Department of Corrections, assisting with public records processing, and serving as the agency's Tribal Liaison. You will build strong relationships with Tribal governments, improve communication, and help ensure Tribal perspectives are reflected in OCO's work. This position is ideal for someone who values fairness, equity, and meaningful public service.

What you'll work on Casework and Investigations: Conduct independent investigations into complaints involving the Department of Corrections in accordance with agency policies, applicable laws, and professional investigative standards. Manage a medium caseload of investigations. Gather, review, and analyze evidence, including interviews, records, policies, and other relevant documentation.

Maintain accurate case files and documentation while ensuring confidentiality and compliance with applicable laws and policies. Communicate with complainants, incarcerated individuals, family members, DOC staff, and other stakeholders by telephone, written correspondence, email, and in person to obtain information, provide updates, clarify issues and facilitate the investigation process. Facilitate dispute resolution and negotiations with DOC staff to resolve concerns when appropriate, to resolve complaints and improve outcomes.

Draft and send letters to complainants explaining the results of the investigation. Participate in weekly OCO hotline rotation. Tribal Liaison Duties: Serve as the Office of the Corrections Ombuds' Tribal Liaison by developing and maintaining collaborative, government-to-government relationships with Tribal Nations.

Coordinate communication and consultation with Tribal governments regarding matters within the Office's authority. Facilitate meaningful engagement with Tribal Nations by ensuring timely communication, supporting consultation processes, and serving as a primary liaison between the Office and Tribal governments. Promote culturally responsive practices and provide guidance to staff regarding Tribal sovereignty, cultural awareness, and effective engagement.

Develop, draft, and maintain Centennial Accord Plan and Tribal Consultation policy and provide updates as necessary. Make responsible efforts to collaborate with Indian Tribes in the development of policies, agreements, and program implementation that directly affects the tribes Public Information Duties: Assist the Public Records Officer with the intake, review, coordination, and processing of public records requests. Coordinate with agency staff to locate and produce responsive records within statutory timelines.

Draft, prepare, and route correspondence through GovQA portal to requestors for review and approval by the Public Records Officer prior to release. Maintain records request tracking systems and supporting documentation to ensure compliance with legal requirements and retention standards. Other Duties: Conduct facility visits as needed to communicate in-person to complainants, assess concerns, and/or engage in discussions with DOC staff.

Collaborate with Ombuds staff and agency partners to improve investigative processes and service delivery. Develop and deliver presentations, training, and outreach materials as assigned. Maintain current knowledge of applicable laws, investigative practices, public records requirements, and Tribal relations.

What we need you to bring Demonstrated knowledge of correctional systems, investigative processes, or oversight functions, including the ability to interpret and apply applicable laws, regulations, policies, and procedures. Experience performing objective investigations by gathering, analyzing, and evaluating evidence; conducting interviews; and preparing well-supported findings and recommendations. Demonstrated knowledge of Tribal sovereignty, government-to-government relationships, and principles of consultation and engagement with Tribal Nations and Indigenous communities.

Advanced skill in building collaborative relationships and communicating effectively with Tribal governments, incarcerated individuals, family members, agency staff, and other diverse stakeholders using professionalism, diplomacy, and cultural humility. Understanding of public records laws, records management practices, and the principles of confidentiality, privacy, and appropriate records disclosure. Ability to analyze complex information, exercise sound judgment, resolve problems, and make informed decisions in sensitive or high-profile situations.

Ability to manage multiple investigations, projects, and competing priorities while meeting deadlines and maintaining a high degree of accuracy and attention to detail. Proficiency in Microsoft Office 365 and other business technology tools to prepare reports, correspondence, presentations, and maintain case documentation. Advanced skill in preparing clear, concise written reports, correspondence, and presentations, and communicating complex or sensitive information to diverse audiences.

Ability to interact professionally and effectively with individuals experiencing crisis, trauma, emotional distress, or challenging behaviors using de-escalation techniques, empathy, and sound judgment. The ability to learn and grow: Curious about themselves and others, who take responsibility for knowing their own strengths and weaknesses, and who use their learning to make government programs and processes more efficient and effective to serve all in Washington. The ability to meet the needs of others: Flexible, adaptable, customer-service focused, and willing and able to empathetically respond to the unique needs of the people we work with and serve.

Experience conducting complex investigations. Experience in Ombuds services, conflict resolution, policy analysis, or preparing professional investigative reports. Proficiency in speaking, reading, and writing one or more languages in addition to English that supports effective communication with the individuals and communities served by this Office.

Desired Qualifications Experience conducting complex investigations. Experience in Ombuds services, conflict resolution, policy analysis, or preparing professional investigative reports. Proficiency in speaking, reading, and writing one or more languages in addition to English that supports effective communication with the individuals and communities served by this Office.

Supplemental Information What we offer At OCO, we foster a culture of integrity, innovation, inclusion, and belonging. We value both learned and lived experiences, believing that diversity makes us stronger. To support your health and well-being, we offer a variety of benefit programs for our employees.

Please visit our Recruitment site for a full list of employee benefits. Here's a quick glance at some of the unique benefits that ORIA offers: A culture that values and strives to advance diversity, equity, inclusion, and belonging Medical, Dental, Vision, and Life Insurance 12 paid holidays, 14 paid vacation days (minimum), and 12 days of sick leave per year State retirement programs Application Process: Once you've decided to apply for a state government job, you'll complete an online application to showcase your qualifications. Keep in mind that once you submit the application, a real person will read it.

We do not use AI or other technology to screen your application. Please ensure you provide clear, detailed information about your work history so your qualifications can be accurately assessed. We will contact the top candidates directly to schedule interviews.

If you require a reasonable accommodation during the application process, please call 7-1-1 or 1-800-833-6384. When completing your application, please attach all of the following required documents: Cover letter: describing your qualifications for this specific position Resume: that details your applicable experience and education. References: at least three professional references and their current contact information.

Questions: OFM's Staff ASL interpreter is available to all deaf and hard-of-hearing applicants. For questions about this recruitment or to request a reasonable accommodation in the application or interview process, please email us at TalentAcquisition@ofm.wa.gov. The Office of Corrections OMBUDS is an equal opportunity employer

We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over 40 years of age, and disabled and Vietnam-era veterans are encouraged to apply. This position is exempt from civil service rules.

For more information, please seeWAC 357-19-195