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Office Associate II-Office of Victim Services job

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Job Description

Office Associate II-Office of Victim Services Augusta, Maine, United States Full-time OFFICE ASSOCIATE II Code: 6542 Salary: $28,662.40 - $40,144.00 Open: June 10, 2019 Close: June 25, 2019 CURRENT VACANCY INFORMATION The Department of Corrections and the Office of Victim Services is searching for administrative support located in the Augusta office. The office of Victim Services is tasked with enforcing the victim's rights according to statute with specific regard to victim notification of prisoner or juvenile release. The position provides administrative support to the Office of Victim Services as the Maine Department of Corrections, and provides support in the compliance with all relevant statues. Currently there is one Chief Victim Advocate and two victim advocates. JOB DESCRIPTION The position is responsible for providing administrative support for the office of victim services, including but not limited to, process all incoming victim notification of prisoner or juvenile release requests, process such requests, follow-up with any notifications required to be mailed to the victim according to statute and policy. Log in and process all incoming mail, resend returned mail, log returned restitution checks and resend. Assist with preparing waiver requests and obtaining documents needed for case review. Process supply orders, data entry, completion of the annual victim satisfaction survey is required along with other administrative support duties assigned by the Director. The position operates in a fast-paced office requiring an ability to prioritize and multi-task. TYPICAL DUTIES (responsibilities may include, but are not limited to the following) + Obtains police reports and relevant court documents in order to prepare file for the Director per policy for the waiver review process as directed. + Coordinate and present workshops, training, and orientation sessions in order to assist Director. + Multi-task and prioritize in order to meet the statutory requirements outlined in statute. + Track and/or monitor contracts and/or victim restitution data in order to have documentation of restitution provided to crime victims. + Create and use varied correspondence formats and compose standard business correspondence in order to send out victim notification of prisoner or juvenile release notices according to statute. + Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps in order to maintain statistics pertaining to victim contacts and assistance provided. + Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form in order to complete the annual victim satisfaction survey as required by law. + Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests. + Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. REQUIREMENTS In order to be successful in this position you will need to have knowledge and abilities in the following areas: + Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work. + Knowledge of information distribution through use of the internet. + Knowledge of the principles and practices of informational presentations. + Ability to create and use varied correspondence formats and compose standard business correspondence. + Ability to prepare standard reports. + Ability to develop and use computerized formats and/or graphics. + Ability to perform basic secretarial duties. + Ability to administer, score and/or correct standard examinations. + Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures. + Ability to reconcile funds. + Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology. + Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. + Ability to create basic graphics/illustration/publication work to produce informational materials. + Ability to make standard changes to web page content. + Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures. + Ability to effectively resolve problems. + Ability to exercise good judgment in appraising situations and making decisions/recommendations. + Ability to confer with supervisor on performance appraisals of work team members. + Ability to maintained confidentiality in all aspects of job. MINIMUM QUALIFICATIONS Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I. Preference will be given to candidates with knowledge of statutory crime victim rights and or Criminal Justice system. A Microsoft Excel and Word skills test will be given after interview, with a ½ hour time limit. The testing process will consist of compiling survey results and preparing the data in a number of presentation formats. Excel Charts and Microsoft Publisher pamphlets are two relevant examples. Also included in the testing is distributing mass mailings using mail merge. Supplemental Questions found on the application form must be completed. Note: fingerprints and background checks are part of the hiring process. BENEFITS Value of State-paid Dental Insurance: $13.13 biweekly Value* of State-paid Health Insurance: + Level 1: 100% State Contribution (employee pays nothing): $444.68 biweekly + Level 2: 95% State Contribution (employee pays 5%): $422.45 biweekly + Level 3: 90% State Contribution (employee pays 10%): $400.21 biweekly + Level 4: 85% State Contribution (employee pays 15%): $377.98 biweekly *The level of the actual value of state paid Health Insurance will be based on the employee’s wage rate and status with regard to the health credit premium program. Value of State’s share of Employee’s Retirement: 15.37% of pay.

TASKS

  • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
  • Answer telephones, direct calls, and take messages.
  • Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
  • Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.

SKILLS

  • Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
  • Active ListeningGiving 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.
  • WritingCommunicating effectively in writing as appropriate for the needs of the audience.
  • SpeakingTalking to others to convey information effectively.

KNOWLEDGE

  • Administration and ManagementKnowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • ClericalKnowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Customer and Personal ServiceKnowledge 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.
  • English LanguageKnowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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