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State of Iowa - Executive Branch · 9 hours ago

Administrative Support Assistant 3

Rockwell City, IA

Full-time

Onsite

Entry Level

2+ years exp

The State of Iowa - Executive Branch is seeking an Administrative Support Assistant 3 to assist with various administrative tasks within the NCCF. The role involves managing offender inquiries, coordinating legal calls, overseeing volunteer programs, and maintaining records and databases.

CommunitiesOffice AdministrationPublic SafetyResidential

No H1B

Responsibilities

Initiates the Incarcerated Individual release checklist

Conducts NCIC checks, completing release checklist, assisting with paperwork and information entered into ICON for offenders releasing, trip scheduling, assigning incoming offenders to a counselor, coordinate with other facilities in transfers in and out of NCCF

Also assists with E-filing court documents when needed

Assists the offender population with filing for duplicate social security cards

Sends application to the social security office, places card into file when it arrives, notifies offender when the card arrives and updates ICON data

When vital records arrive place into offender files and update ICON as needed, also notifies the offender of its arrival

Serve as major source in answering offender inquiries as well as answering correspondence and oral inquiries from NCCF staff, attorneys, clerks of court, child support agencies within confidentiality requirements of the Iowa Code and NCCF/DOC policies

Assist with data entry, filing, scanning and organizing records

Oversee child support recovery program for NCCF

Generates yearly treatment class calendar

Creates rosters for the ACTV-P classes and sends to the counselors prior to class start date

Once finalized sends email to all staff on dates, times, and participants

Assists in maintaining the Treatment Workspace digital file

Ensures relevant information is entered into the database, works with treatment staff and cleaning the folders up once information is outdated

Keeps list of 30 day initial reviews and Annual Custody classifications to ensure no person is missed

Takes attendance and minutes during the monthly treatment team meetings

Sends minutes to treatment director for review and when finalized, sends to treatment staff via email and uploads into the treatment team workspace

Helps set up the room for meetings

Annually makes the BOP release plan due date list, ensures the meeting room is set up for monthly BOP hearings

Maintain supplies inventory for the treatment department

Request purchases to ensure adequate inventory

Schedules legal calls when attorneys request, schedules calls into the calendar, notifies offender, places call if needed, sets up zoom call if needed

Stays current on NCCF Mail procedures ensuring the facility is maintaining DOC policy guidelines for OP-MTV-01 and OP-MTV-02

Distribute legal mail to the Incarcerated Individuals according to policy, which requires a recording of each meeting and copying of all legal mail and ensure originals are shredded

Screens incoming and outgoing mail and packages for both staff and offenders assuring it meets policy guidelines and is processed and sent to the appropriate location in a timely manner

Ensures incoming publications meet policy guidelines and are delivered in a timely manner or if denied, gives notice and disposes of properly

Utilizes publication review list and process

Works with all departments fielding requests related to mail, answers questions from staff, offenders, and the public regarding NCCF mail operations

Monitors Pigeonly and Pelipost database and screen incoming parcels daily marking approved or denied based on set policy and procedures

Sends rejection notifications to the offender when mail is rejected due to policy violations

Follows through with disposal or mailing of contents

Maintains the 'no correspondence list' and the 'correspondence ok' list making sure the information is current

Maintains orderly mail room and mail shed sorting packages as they arrive, contacts department heads when packages are not being removed in a timely manner

Serves as the Volunteer coordinator for NCCF

Stays current on NCCF Volunteer procedures and ensures that the facility is maintaining DOC policy guidelines for AD-CI-01

Serves as the contractor and internship coordinator for NCCF

Stays current with policies regarding contractors and Internships

Works with all departments fielding requests related to the volunteer programs, answers questions from staff, offenders, and the public regarding NCCF volunteer programs

Processes all applications for potential volunteers, completes all required checks, ensures all training is completed, and ensures approval is gained prior to entry, makes volunteer ID card

Maintain hard copy files of each volunteer

Keeps the Volunteer database up to date ensuring that volunteers are current on their training, yearly PREA training and NCIC checks

Coordinates Healthy Relationship class, sets up the room and makes sure the virtual class is connected, closes room when complete and sends roster of attendees to all staff

Maintains list of volunteers making sure PREA, orientation training, and NCIC checks are up to date

Runs NCIC checks on Contractors and ensures they pass and also complete the PREA training prior to admittance into the facility

Maintains data entry into volunteer database

Runs NCIC check on infrequently scheduled visitors prior to their entry

Transfers new policy language into NCCF procedures when updates are made

Maintains current policies and procedures list in SharePoint

Works with entering updates to policies and procedures as directed by supervisors

Laminates items as needed as requested by staff

Annual Report prepared for the Warden on the updates or happenings throughout the facility for the fiscal year

Assists with filing completed staff files when Human Resources needs assistance

Monitors the Ameelio app and ensures that pending processes are reviewed and entered as needed and schedules are posted in the absence of correctional officers assigned to this task

Creates ADHOC reports as requested by staff members

Completes all assigned duties and special projects in a professional and timely manner

Takes part in institutional committees to assist others in improving institutional operations

Serves as backup to Administrative Assistant 2

Qualification

Data entryClerical skillsNCIC checksSharePointVolunteer coordinationCommunication skillsOrganizational skillsTime managementTeam collaboration

Required

Two years of full-time work experience in general office, clerical, data entry/processing, or related work

A total of two years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience

Current, continuous experience in the state executive branch that includes six months of full-time work as an Administrative Support Assistant 2 or eighteen months of full-time work as an Administrative Support Assistant 1

Employees in this class may be required to type at least 40 WPM net as demonstrated by the completion of a typing examination

Company

State of Iowa - Executive Branch

If you’re looking for a work life of accomplishment, reward, and opportunity, you’ll discover Iowa State Government is just the place where there’s a rich and diverse population; where community, culture and differences matter; where exceptional work ethic, values and peace of mind all come together! The more you know about the State of Iowa, the more you’ll know it’s the right fit for you! There are 16 agencies in state government providing services to Iowans requiring specialized talent in agriculture, corrections, economic development, education, human services, natural resources, public health, public safety, revenue, transportation, veterans’ services and more.

Founded in 2013

Charles City, Iowa, USA

10001+ employees