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Administrative Assistant

Date Posted:  Jun 7, 2022
Requisition ID:  353421
Location: 

South Bend, IN, US, 46628

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

 

About the Indiana Department of Correction:

We promote public safety by providing meaningful, effective opportunities for successful re-entry.  As the model of best correctional practices, we strive to return productive citizens to our communities and inspire a culture of accountability, integrity and professionalism. 

 

Salary Information:

This role starts at a base salary of $25,766.

About the Job:

In this role, you will serve as administrative support for the assigned Indiana Parole District.  You will be dedicated to the oversight of office management and quality service to the mission of Parole Services.  As with every job within the Department of Correction, you will be responsible for the safety and security of the District office.

A Day in the Life:

The essential functions of this role are as follows: 

  • Responsible for assigned administrative duties in regard to office management to include providing assistance as needed to Parole Officers, Assistant District Supervisor(s) and District Supervisor while ensuring quality service for the entire district.
  • Receives visitors and answers phone system while directing all parole inquiries to the proper Parole Officer and/or District Supervisor.
  • Coordinate the schedule, travel arrangements, conferences and meetings for the District and Assistant District Supervisor and Parole Officers as needed.
  • Develops, maintains offender packets at the District. Inputs data into IRIS (parole information system), transfers and receives packets from other districts. 
  • Develops, complies, and collects data for special projects and reports.
  • Attend Credit Time Training to assist Parole Officers in entering start/stop violations in IRIS. 
  • Submit requests to Parole Board, ensuring accuracy prior to transmittal.
  • Handles and guards all confidential information requests from other officials, state agencies and offender information and notifies the District Supervisor in a timely manner.
  • Other duties as assigned by the District Supervisor

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.  

What We're Looking For:

  • Two (2) years full time experience performing administrative support, accredited college training may substitute for the required experience on a year for year basis.
  • Experience with administrative functions in a fast paced environment
  • Specialized knowledge of Paroles Services policies and procedures

What You'll Need for Success:

  • Knowledge of various software programs utilized by the Parole Division, such as ICOTS, Incite, IRIS, OIS and OCMS offender databases and functions
  • Specialized knowledge of Indiana Parole Code (111-9-1 through 11-13-1)
  • Knowledge of Indiana Department of Correction functions and terminology
  • Ability to effectively communicate both verbally and in writing
  • Ability to be an effective role model to offenders and staff
  • Ability to respond appropriately in emergency or crisis situations
  • Ability to handle pressure in regards to irate visitors or callers
  • Knowledge of Microsoft programs and ability to operate office equipment
  • Ability to attend personal protection courses offered by the Correctional Training Institute

Supervisory Responsibilities/Direct Reports:

This role does not provide direct supervision to direct reports.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers premiums discount for the medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave
  • Free Parking
  • Free LinkedIn Learning

 

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Current Employee? Click here to apply.


Nearest Major Market: South Bend