Office Assistant

 Agency :  Illinois Prisoner Review Board 

Position Title: Office Assistant
Closing Date/Time:  
Salary:   Anticipated Starting Salary (Effective 7/1/24) $3657 monthly; Full Range $3657 - $4694 monthly.  
Job Type:    
County:   Sangamon  
Number of Vacancies:   1  
Plan/BU: RC014   

 

This position is a union position; therefore, provisions of the relevant collective bargaining agreement/labor contract apply to the filling of this position.

 

All applicants who want to be considered for this position MUST apply electronically through the illinois.jobs2web.com website. State of Illinois employees should click the link near the top left to apply through the SuccessFactors employee career portal.

Applications submitted via email or any paper manner (mail, fax, hand delivery) will not be considered.

Resumes preferred but not Required

 

Posting Identification Number 38186

Position Overview

The Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Office Assistant for the Operations Unit.  The Office Assistant is directly under the Office Administrator III and will perform a variety of complex, specialized clerical duties for the unit. This position is dynamic in nature and prepares specialized records, reports and complex charts and statistics. Must be comfortable with verbal and written communication. The ideal candidate will be able to work well with the public, staff, and Senior Management. We invite those interested in public safety to apply.

Essential Functions

1. Keyboards minutes for various final determinations made by a hearing officer and board members:

• Keyboards minute sheets of board actions, including the special conditions of release, corresponding codes, assigns cases for violation and parole eligible youth and adult offenders.
• Serves as a liaison between other state agencies to provide information/assistance for necessary documents for final approval and signature by board members.

2. Assigns and tracks hearing dates and attorneys for offenders; sends out notifications of the assignment, hearing date and time to offenders, attorneys, hearing officers and facilities:

• Emails case information to hearing officers and attorneys prior to hearing dates.
• Reviews and responds, as necessary, to youth and adult offender correspondence and/or routes necessary documents to appropriate agency staff members.
• Logs correspondence and tracks responses.

3. Provides support to the Supervisor in preparing files for parole decisions, parole and release violator cases and preliminary hearings by ensuring appropriate materials are available:

• Prepares Mandatory Supervised Release orders for Board review, final decisions, and keyboards minute sheets for all final actions.

4. Serves as a receptionist:

• Responding to telephone inquiries of non-technical nature, directing calls to appropriate staff or destination.
• Reads, sorts, and delivers incoming mail.
• Making travel and meeting arrangements.

Essential Functions continued

5. Lifting and carrying boxes up to 20 lbs. to prepare documents for filing in the central filing system or Docuware electronic filing system.

• Indexing, logging and scanning of documents.

6. Travels to Illinois Department of Corrections and Illinois Department of Juvenile Justice facilities to assist in multiple types of hearings, i.e. revocation hearings, preliminary hearings, MH hearings and Morales hearings.

7. Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill and mental development equivalent to completion of high school.

2. Requires ability to keyboard accurately at 35 wpm.

Preferred Qualifications

1. Prefers working knowledge of office practices, procedures and programs.

2. Prefers working knowledge of grammar, spelling and punctuation.

3. Prefers the ability to follow oral and/or written instructions.

4. Prefers the ability to operate commonly used manual and automated office equipment and perform routine maintenance.

Conditions of Employment

1. Requires the ability to travel statewide to Illinois Department of Corrections facilities which could include overnight stays.

2. Requires the ability to successfully pass Department of Corrections, Illinois State Police and county jail background checks as necessary to enter required correctional facilities throughout Illinois.