Part-time Office Specialist II - Board of Pardons

overview

the board of pardons and parole is looking for a part-time office specialist ii to serve as clerical support. This position will work monday – friday from 12 pm – 5 pm.

as the office specialist ii, you will receive calls and/or greet visitors, take and relay messages, respond to requests for information; provide information or direct the caller/visitor to appropriate individuals. This position may include 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.

• 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.
• scan and collate documents and other materials.
• provide information to authorized agencies.
• receive, research and respond to incoming questions or complaints; provide information, explain policy and procedures, and/or facilitate a resolution.
• ensure reception area is presentable, with all necessary stationery 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.
• verify data entry by comparing the source document against input data, using automated verification systems, dual entry, or other verification techniques.
• address and stuff envelopes and mail certificates.
• other duties as assigned.

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, confidential information.
• shows 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 may be given to those who:

• have working experience in a law enforcement agency.

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 following knowledge, skills, and abilities are required upon entry into the position and trainable after entry into the position:

• 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.
• kno…