Title/Role: IN-IDOC-SVOR-Admin Staff / Admin Assistant
Worksite Address: Indianapolis, IN
Pay Rate: $23.17/hr
Job Short Description
Data Collection Admin Staff: The data collection staff will assist the Department in its statutory responsibilities related to sex and violent offender registration.
Complete Description:
Administrative Assistant (Part-Time, 22.5 Hours per Week)
Indiana Sex and Violent Offender Registry
The Indiana Sex and Violent Offender Registry is seeking a dependable, detail-oriented Administrative Assistant to provide administrative and customer service support for registry operations. This position serves as a key point of contact for the public, criminal justice partners, and agency staff while helping ensure accurate records management and efficient office operations.
Primary Responsibilities
- Answer incoming telephone calls, provide general information, and route callers to the appropriate staff member.
- Document calls and inquiries in a tracking system to maintain accurate records.
- Receive, sort, log, and distribute incoming mail, including general correspondence, legal documents, administrative appeals, and other official communications.
- Document incoming mail in a tracking system to ensure proper recordkeeping and case tracking.
- Maintain and update agency contact lists and other administrative records.
- Generate reports and compile statistical information using agency data systems.
- Monitor and respond to a shared email inbox, ensuring inquiries are addressed or routed appropriately.
- Schedule meetings and coordinate calendars for registry staff.
- Track deadlines for administrative appeals and other time-sensitive correspondence.
- Assist with public records requests by gathering, organizing, and preparing responsive documents.
- Perform quality assurance reviews of tracking-system entries to ensure completeness and accuracy.
- Scan, index, and electronically file records and correspondence.
- Assist with data-cleanup projects and verification of registry-related information.
- Coordinate certified mailings and maintain mailing logs.
- Update website content or prepare information for publication, as assigned.
- Maintain electronic and paper filing systems in accordance with records retention requirements.
- Prepare correspondence, forms, and other administrative documents.
- Provide customer service support to stakeholders, offenders, law enforcement agencies, courts, attorneys, and members of the public.
Preferred Qualifications
- Strong organizational, communication, and customer service skills.
- Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
- Ability to accurately enter and manage data in multiple systems.
- Ability to maintain confidentiality and handle sensitive information.
- Experience with administrative support, records management, or customer service.
- Ability to prioritize multiple tasks and work independently.
Required Skills
- Prior experience as an administrative assistant, pref. in a lead role
- Prior experience with records management --- 2Years
- Prior experience working with case, ticket or tracking systems ---2 Years
- Prior experience handling confidential or sensitive material ---2Years
- Strong Microsoft office skills to include Word, Excel, Calendar, Outlook --- 2 Years
Highly desired Skills
- Prior experience working in a role processing public records ---1 Year
- Prior experience as a legal administrative assistant. ---2 Years
- Prior call center experience.
- Bachelor's Degree
Skills Nice to have
Familiar w/ criminal justice documentation and court orders
Research experience