Office Specialist II Part-Time - Board Of Pardons

The Board of Pardons and Parole is looking for 2 part-time Office Specialist II positions to serve as clerical support. One position will work 8 AM - 1 PM, and the other will work 12 PM - 5 PM.

Job Description

As the Office Specialist II, you will receive calls and/or greets visitors, take and relay messages, respond to requests for information; provides information or direct the caller/visitor to appropriate individuals. This position may consist of entering O-Track information, assisting parole offenders with reporting information and questions, and coordinating information with the Department of Corrections. Data entry is extensive and accuracy is essential.

Principle Duties
Use your customer skills to assist and greet the public and perform a variety of clerical support duties such as:

• Serve as the face of the department, offering friendly and professional service to those entering the building or calling on the phone.
• Enter and retrieve data from agency databases (Court X-change, O-Track)
• Review data, records, and files for detail accuracy.
• Scanning and collates documents and other materials.
• Provides authorized agencies with information.
• Receives, researches and responds to incoming questions or complaints; provides information, explains policy and procedures, and/or facilitates a resolution.
• Ensure reception area is presentable, with all necessary stationary and materials (e.g. pens, forms, and brochures)
• Receive, sort, and distribute daily mail/deliveries.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor log book, issue visitor badges as needed)
• Maintain a high level of confidentiality and discretion while communicating with visitors.
• Verifies data entry by comparing the source document against input data, utilizing automated verification system, using dual entry or other verification technique.
• Address and stuff envelopes and mail certificates.
• Other duties as assigned.

The Ideal Candidate

The best-qualified individual for the Office Specialist II/Front Desk position is someone who:

• Is detail oriented
• Has at least 1-year of experience working in a professional office environment.
• Has strong verbal and written communication skills.
• Has the ability to manage their own time.
• Works independently with little or no supervision.
• Has exceptional communication and interpersonal skills.
• Has extensive experience in quality assurance with sensitive, and confidential
  information.
• Showcases proficiency in computer programs.
• Has hands-on experience with office equipment.
• Has a professional attitude and appearance.
• Has the ability to be resourceful and proactive when issues arise.
• Has the ability to work with different groups of people.
• Has excellent organizational skills.
• Has a customer service attitude.
• Has multitasking abilities.

Preference
Preference may be given to those who:

• Has working experience in a law enforcement agency.

Why You Should Join Our Team
The Board of Pardons and Parole is a high-paced, small state agency with a staff committed to protecting public safety through informed and just parole and pardons decisions that consider victim input, the accountability of those under our jurisdiction, risk reduction, and rehabilitation. We provide a close-knit, collegial work environment with a focus on clear communication, teamwork, and wellness.

• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to communicate information and ideas in writing so others will understand.
• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to apply general rules to specific problems to produce answers that make sense.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Being aware of others' reactions and understanding why they react as they do.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

• Hiring officials may identify additional related skills and requirements as preferences in making hiring and promotional decision. Only the most qualified applicants will be asked to attend an oral interview.
• APPLICANTS MUST ANSWER ALL QUESTIONS, COMPLETE A RESUME, AND SUBMIT THE APPLICATION IN ORDER TO BE CONSIDERED FOR THE POSITION. FAILURE TO DO SO WILL DISQUALIFY YOU FOR THE POSITION.
• Risks found in the typical office setting, which is adequately lighted, heated, and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.