Administrative Assistant 2

Administrative Assistant II

Serve as the Administrative Assistant II for records at Iowa Correctional Institution for Women. Provide cross training to records staff for on the job training and act as a resource to staff at all levels. Review all incoming incarcerated individual files to include any pending charges or detainers through the process of NCIC(National Crime Information Center). Make appropriate collateral contacts as needed. Input, prepare and submit proper forms and any relevant collateral checks for information to maintain accuracy and communication. Review and verify documents for additional sentencing, jail credit for time served and dead time on parole violations, loss of earned time related to discipline. Review, record and enter pending release dates. Review sentencing orders for applicability of mandatory sentencing. Collaborate and review information related to relevant court files in the Electronic Data Monitoring System(EDMS), Iowa Courts Online and National Crime Information Center. Complete records checks on incoming trips / clearing detainers and checking disciplines prior to release. Coordinate and supply information to counselors and incarcerated individuals for sentencing information, expiration dates, time computation, jail credits and other matters as needed / requested. Review institution policies / manuals on records and update changes as needed. Respond to inquiries regarding offender movement and sentencing. Handle necessary paperwork for Federal Detainees and Federal Bureau offenders as requested / needed. Responsible for releases / parole / work release / reconsideration / out to court processes. Review files, parole and work release orders and release memos prior to release from the institution as needed. Communicate pertinent information regarding trips to the Control Center and / or all appropriate staff including distributing incoming lists to necessary staff. Contact appropriate institutions or agencies of offender movement as needed. Coordinate all activities needed to prepare files to be transferred meeting deadlines. Calculate, as needed, each offender sentence, and time losses. Enter calculations into the ICON system and distribute copies and notifications accordingly. Distribute information on offender expiration of sentences on each and all sentences to relevant stakeholders and incarcerated individuals. Prepare monthly reports as requested regarding average daily populations, statistical data on records related business and incarcerated individuals using computer generated and institutional data. Gather and release specific statistical information to Department of Corrections staff and others regarding offenders, as required in accordance to Iowa Code and Department policy adhering to DOC policy regarding confidentiality. Maintain security and confidentiality of all offender files, at all times. Maintain offender ICON(Iowa Corrections Offender Network) files in a timely fashion so other staff can find information. Periodically check offender files for continuous quality insurance. Ensure all ICON files of released offenders are up to date. Schedule intakes and releases using the electronic scheduling system. Enter out of state parole information into ICOTS(Interstate Compact Offender Tracking System). Attend and participate as requested at the quarterly records administrator meetings. Communicate meeting information from the statewide meeting to the internal Records team. Attend and participate in the internal monthly Records meetings and Quarterly Programs Meeting. Answer correspondence and verbal inquiries from internal and external stakeholders. Answer incarcerated individual kiosks, records requests and inquiry related to records. Review and record probation revocation hearing information as needed. Assist with requested / required incarcerated individual documents / file and Social Security Cards for offenders releasing. Other duties as assigned.

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

• Graduation from an accredited four-year college or university with a bachelor's degree in any field, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening / distributing mail, typing / proofing documents, letters, and reports; organizing files; scheduling meetings / appointments; arranging travel; processing travel claims; ordering supplies / equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling / evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records / reports and evaluating their effectiveness).
• A total of five years of education and / or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
• Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.