Centralized Scanning Supervisor (PS4) DOH7487

Salary: $4,777.00 – $6,419.00 Monthly

Location : Thurston County – Tumwater, WA

Job Type: Full Time – Permanent

Remote Employment: Flexible/Hybrid

Job Number: DOH7487

Department: Dept. of Health

Division: Center for Facilities, Risk and Adjudication (CFRA)

Opening Date: 06/30/2023

Closing Date: 7/10/2023 11:59 PM Pacific

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

Description

This is a full-time permanent Program Specialist 4 position

Make a difference

The Centralized Scanning Supervisor (PS4) will manage the operations of the Centralized Scanning Unit.

This team contributes to the department’s goals of moving to a digital paperless environment in support of a mobile workforce as well as supporting the Public Records Office by providing electronic search capabilities, increasing efficiency and accuracy.

Some of your responsibilities will include:

• Mitigate the departments risk of having all paper files, as well as adding records retention and disposition to records by moving files into an Enterprise Content Management System (ECM).

• Supervise the Centralized Scanning Unit: coach, assign work duties, and evaluate the performance of employees.

• Oversee the activities in the scanning unit by implementing instructions, directions, changes in procedure, or special projects as assigned by management.

• Ensure consistent electronic filing approaches are utilized across the organization and meet with agency division and office leaders to understand and assess their individual office scanning needs.

• Implement a training program and train employees to use naming conventions to help make documents searchable for public records requests.

• Provide statistical and narrative reports to the Chief Information Governance Officer and management on unit productivity, quality operations, and process improvement projects.

• Define specific criteria to be used in detecting and interpreting trends and patterns of irregularities in the scanning workflow process.

The duty station for this position is in Tumwater, WA.

Partial telecommuting is subject to supervisory approval. There are primary functions of this position that require on-site presence.

Join a great team and lead us into the future

The Office of Enterprise Risk Management (OERM) is located within the Center for Facilities, Risk and Adjudication. OERM is responsible for identifying and managing those events or outcomes that could prevent the agency from meeting its strategic goals.

Aligned with this responsibility, the Information Governance unit within OERM is responsible for overseeing the implementation and management of the agency centralized scanning unit for agency programs and staff. The centralized scanning unit is an integral part of the department’s document digitization (paperless) project.

Work that matters

promotes and protects the health of all people in the state of Washington, in the communities where they live, learn, work, and play. We understand that our efforts to achieve more equitable health outcomes for the communities we serve begin with our ability to operationalize and institutionalize equity throughout our internal policies, systems, and practices.

About us

The Department of Health (DOH) works with others to protect and improve the health of all people in Washington state. We are committed to our cornerstone values of Equity, Innovation, and Engagement to re-energize our commitment to health for all – creating policies and conditions so everyone can live their healthiest lives.

Learn more about our Transformational Plan.

We are happy to offer

• One of the most competitive in the nation, designed to meet the needs of you and your family. Beyond the traditional benefits such as Health, Life Insurance, Retirement, and related benefits, we offer Flex Spending Accounts, Dependent Care Assistance, Deferred Compensation, and more.
• A commitment to work/life balance by offering flexible schedules and telework options for many positions.
• A commitment to equity, diversity, and inclusion that fosters an inclusive environment.
• Accrue 14 to 25 days of annual leave and 96 hours of sick leave per year.
• A wellness program offers education, healthy food access, and fitness classes.
• An Infant at Work Program based on the long-term health values of breastfeeding newborns and infant-parent bonding.
• Employee resource groups for employees to gather and share ideas about matters that affect their personal and professional lives and support career development.
• Access to the .

Our Ideal Candidate

Has a driving passion for the work, brings humility to their job and interactions, and understand how their actions affect others. They see the needs and objectives of others and take them into account while achieving their objectives, and they adapt their approach and expectations accordingly. They demonstrate resilience and outward behaviors even when confronted with others who are not open or collaborative.

Required Qualifications:

Experience for both required and desired qualifications can be gained through lived experience, volunteer experience, formal professional employment, or a combination.

• Two (2) or more years (full-time equivalency) of management, supervisor, or lead experience.

AND

• One (1) or more years of experience coordinating or administering any of the following:
  1. Records Management
  2. Document Scanning and Quality Assurance
  3. Policy Analysis

AND

• Demonstrated experience with the following computer software:
  1. MS Excel (or other spreadsheet software) to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions; use templates, styles, auto-formats, and multiple worksheets; create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
  2. Word processing software, such as MS Word, to create, format, edit, preview, print, and save documents; use standard functions to select, edit, copy, paste, format, and spell check text.
  3. Electronic communications and calendar programs, such as MS Outlook, compose, send, and respond to electronic mail, and coordinate schedules and schedule meetings.

Desired Qualifications

Experience defined below may have been gained through paid or unpaid activities.

• One (1) or more years of experience analyzing data, compiling reports, and making recommendations based upon your analysis.
• Demonstrated experience using Adobe Pro or other similar document editing software.
• Demonstrated experience using electronic indexing and naming conventions to connect systems between a database, scanner, and data storage location

Application Process

Intrigued? Click “Apply” to submit your detailed application profile along with the following:

• A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.
• A current resume (without personal pictures)
• Three (3) or more professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.

Attachments: Do not attach any documents that include photos, letters of recommendation, or private information (transcripts, social security number, year of birth, etc.).

Veterans: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or 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.

The Washington State Department of Health (DOH) is an equal opportunity employer. DOH strives to create a working environment that is inclusive and respectful. We prohibit discrimination based on race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability.

If you have questions, need alternative formats, or need assistance, please contact April Gilreath at (360) 867-3987, April.Gilreath@doh.wa.gov , or TDD Relay at 1-800-833-6384 or 7-1-1. Technical support is provided by NEOGOV, 855-524-5627 (can’t log in, password or email issues, error messages).

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

With or without accommodation, I am willing and able to:

• Work a full-time 40-hour work week and occasionally adjust work-schedule to meet business needs, which may include evenings and weekends. A flexible work schedule will be considered upon request and supervisor approval.

• Occasionally travel alone or with another person which may include overnight.
• Legally operate a state- or privately-owned vehicle or provide alternative transportation while on state business.
• Participate in emergency response exercises and emergency events/high-priority assignments as assigned.

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 recruitment may only 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, and detailed in the Supplemental Questions must be verifiable on the submitted applicant profile or attachments.

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 (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 (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 , 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

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.

• Yes
• No

06

(Select Yes or No) I understand my responses to this questionnaire and application materials will be verified for accuracy.

• Yes
• No

07

(Select Yes or No) I have two (2) or more years (full-time equivalency) of management, supervisor, or lead experience.

• Yes
• No

08

(Select Yes or No) I have one (1) or more years of experience coordinating or administering any of the following:o Records Managemento Document scanning and Quality Assuranceo Policy analysis

• Yes
• No

09

(Select ALL that apply) I have (1) or more years of experience coordinating or administering the following:

• a.) Records Management
• b.) Document Scanning and Quality Assurance
• c.) Policy Analysis
• d.) None of the above

10

(Select ALL that apply) REQUIRED EXPERIENCEI have demonstrated experience with the following computer software:

• a.) MS Excel (or other spreadsheet software) to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions; use templates, styles, auto-formats, and multiple worksheets; create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
• b.) Word processing software, such as MS Word, to create, format, edit, preview, print, and save documents; use standard functions to select, edit, copy, paste, format, and spell check text.
• c.) Electronic communications and calendar programs, such as MS Outlook, compose, send, and respond to electronic mail, and coordinate schedules and schedule meetings.
• d.) None of the above

11

(Select ALL that apply) I meet the following desired qualifications:

• a.) One (1) or more years of experience analyzing data, compiling reports, and making recommendations based upon your analysis.
• b.) Demonstrated experience using Adobe Pro or other similar document editing software.
• c.) Demonstrated experience using electronic indexing and naming conventions to connect systems between a database, scanner, and data storage location
• d.) None of the above.

Required Question