Administrative Assistant

Date Posted: May 14, 2024

Requisition ID: 443660

Location:

Madison, IN, US, 47250

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a diverse range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

At the State of Indiana, we don’t just talk about diversity and inclusion—we make it our goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role.

About the Indiana Department of Correction Division of Parole Services:

The Division of Parole Services was established within the Indiana Department of Correction in the 1960’s severing its relationship with the State Welfare Department. Parole Services is charged with enhancing public safety by providing community based supervision and services for adult offenders through the use of evidence based practices as they transition from a Correctional Facility to Community Supervision. Parole Services Division operates out of ten district offices located across the State.

Role Overview:

This position serves as administrative support for the assigned Indiana Parole District. They are 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, they are responsible for the safety and security of the District office.

Salary Statement:

The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience.

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 and 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 You'll Need for Success:

The ideal candidate in this role should minimally have a

• 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

• 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 may be utilized in a supervisory capacity based on agency needs.

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) as well as vision and dental plans

• Wellness Rewards Program: Complete wellness activities to earn gift card rewards

• Health savings account, which includes bi-weekly state contribution

• Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities

• Deferred compensation 457B account (similar to 401k plan) with employer match

• Two (2) fully-funded pension plan options

• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:

• 150 hours of paid new parent leave

• Up to 15 hours of paid community service leave

• Combined 180 hours of paid vacation, personal, and sick leave time off

• 12 paid holidays, 14 on election years

• Education Reimbursement Program

• Group life insurance

• Referral Bonus program

• Employee assistance program that allows for covered behavioral health visits

• Qualified employer for the Public Service Loan Forgiveness Program

• Free Parking for most positions

• Free LinkedIn Learning access

  Equal Employment Opportunity:

  The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

  If you are a qualified individual with a disability and require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [email protected] .

  The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

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