Office Assistant 3 (Non-Perm)

This is a non-permanent position with an anticipated end date of December 31, 2026.

About the role

As the Office Assistant 3 with the Washington State Office of the Insurance Commissioner (OIC), you will be the welcoming face and steady center of a dynamic, mission-driven state agency. In this position, you are often the very first point of contact for consumers, visitors, and partners who rely on the OIC for guidance, clarity, and support. Your work directly advances our mission: to protect consumers, safeguard the public interest, and strengthen Washington’s economy through fair and efficient insurance regulation.

In this pivotal role, you will bring your organizational expertise, customer service talent, and independent judgment to a wide range of essential responsibilities. From greeting visitors and managing complex administrative processes to ensuring the smooth flow of information, supplies, and communication across our headquarters, you help keep the agency running effectively and efficiently. Your ability to respond knowledgeably to inquiries, support multiple business units, and maintain accurate records ensures that the public receives timely and trusted service.

This recruitment may be used to establish a qualified pool of candidates for Office Assistant 3 vacancies in the next sixty days. This is a Washington General Service position based in Tumwater.

Responsibilities

• Serve as the primary front-desk contact, greeting visitors, directing walk-ins, and routing calls through a multi-line phone system.
• Support daily operations by managing conference room reservations, agency vehicle checkouts, visitor badges, parking passes, and incoming deliveries.
• Provide knowledgeable responses to inquiries and manage shared email boxes, records, and unit calendars.
• Process Service of Process (SOP) and Insurance Fair Conduct Act (IFCA) paperwork, including logging submissions, updating databases or spreadsheets, corresponding with attorneys and consumers, and issuing required notifications.
• Open, sort, and distribute incoming mail; prepare outgoing mail; maintain mailing supplies and an organized mail room.
• Conduct inventory and reorder office supplies; verify deliveries; restock supply areas, conference rooms, and shared spaces.
• Provide clerical and project support to agency business units, including document formatting, data entry, scanning, and preparing records for transfer.
• Perform additional administrative tasks as needed to support the Operations Division.

Requirements

Required Qualifications:

• High school graduation or equivalent.
• Two years of full-time equivalent clerical and/or customer service experience*. Clerical and customer service experience includes duties such as answering multi-line telephones, greeting customers, taking orders, or responding to questions, providing resolution to issues, filing, keeping records, data entry, processing mail, inventorying supplies, checking emails, typing and/or managing schedules or calendars, in an office setting.
• Basic proficiency in Microsoft Office products such as Excel, Outlook, and Word, including:
  • The ability to create, format, edit, preview, print, and save documents in Word.
  • The ability to use basic formulas and functions as well as preview, print, and save in Excel documents.
  • The ability to type 40 words per minute.
• The ability to move or relocate objects weighing up to 35 pounds with or without reasonable accommodations.

*Academic Degree Equivalency:

• Associate’s Degree: 2 years of relevant experience.
• Bachelor’s Degree: 4 years of relevant experience.
• Master’s Degree: 5 years of relevant experience.

A degree in public administration, social work, public health, business administration, finance, or a related field from an accredited institution may be substituted for relevant experience. Proof of degree may be required prior to employment. If a degree was awarded outside of the United States, candidates must provide a credential evaluation report.

Preferred/Desired Qualifications:

• Experience providing assistance and resolution to customers regarding inquiries, complaints, or problems in a helpful and professional manner in person, over the phone, and in writing.
• Experience using a Teams phone system.
• Experience performing mailroom functions such as opening, sorting, and delivering mail, and knowing how to mail items through certified mail, FedEx, etc.
• Experience performing supply room functions such as taking inventory, placing orders, and receiving/stocking supplies.
• Intermediate use of Microsoft products (Word, Excel, and Outlook).

Benefits

• Comprehensive benefits package: Health, dental, vision, retirement, paid leave (vacation, sick, etc.), and more.
• Supportive work environment: We value diversity, professional growth, and a collaborative atmosphere.
• Wellness programs: Invest in your well-being with on-site resources and initiatives.
• Work-life balance: Flexible schedules with telework opportunities.
• Public service fulfillment: Contribute to a cause that matters and feel the satisfaction of serving the public good.
• Training & Development: Continuously learn and grow with tuition reimbursement, Public Service Loan Forgiveness, and other programs.
• Free parking (Tumwater) & Public transportation pass (Thurston County): Save on commuting costs.

Pay

The monthly salary range for this position is $3,485 - $4,633.

This position is represented by the Washington Federation of State Employees (WFSE). Wage/salary depends on qualifications or state rules of compensation (if currently a state employee).

State law (RCW 48.02.090[5]) prohibits employees of the OIC from having any interest, directly or indirectly, in an insurance company other than as a policyholder. This prohibition includes the receipt of renewal commissions. If employment is accepted with this agency, you agree to abide by this state law.

Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.