Administrative Support Assistant 3

Full Job Description

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information is entered into the database, works with treatment staff and cleaning the folders up once information is outdated.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

E-Verify and Right to WorkThe State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees.

Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States.

The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization.

For more information, please visit www.e-verify.gov.

Qualifications

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
2. 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.
3. 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.

For more information click on this link to view the job description

Additional Information

Within a period of time after hire, as determined by the appointing authority, employees in this class may be required to type at least 40 WPM net as demonstrated by the completion of a typing examination.