OFFICE COORDINATOR, Opt. 2

Position Overview

The Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Office Coordinator for the Clemency Unit.  The Office Coordinator is directly under the Executive I and will perform a variety of complex, specialized clerical duties for the unit. This position is dynamic in nature and prepares specialized records, reports and complex charts and statistics. Must be comfortable with verbal and written communication. The ideal candidate will be able to work well with the public, staff, and Senior Management. We invite those interested in public safety to apply.

Job Responsibilities

1. Provides complex, specialized office support functions to the Clemency/Certificate Unit:

• Exercises judgement in conducting involved searches which may require accessing and selecting multiple information, sources or contact with clients to obtain missing or to correct information, provide information or assistance to clients and the general public in regard to the different programs that the agency provides.
• Applies general knowledge of agency operations, rules and procedures or services available.
• Responds to inquiries through written or direct oral communication requiring general knowledge of program operations.
• Maintains financial spreadsheets, prepares vouchers, orders supplies and prepares related records and reports.

2. Keyboards a variety of correspondence, reports and other information from handwritten hard copies:

• Organizes and maintains filing system and electronic filing system (DocuWare).
• Compiles completed petitions.
• Organizes, tabs, prepares and scans petitions and creates master files and electronic files for completed petitions.
• Maintains fingerprint cards and reports, scans, and documents in Access database and produces necessary reports.
• Combines all incoming addendums and reports to completed petitions and ensures electronic file is complete before presenting to the Board and Governor.

Job Responsibilities (cont)

3. Compiles, prepares, documents, and mails different types of notification letter to clients including to interested parties such as State's Attorneys, victims, and representatives:

• Carries out advanced work processing functions such as uploads and downloads of files.
• Files merges, develops form letters and templates.
• Establishes glossaries for form letters, templates, and other reusable forms.

4. Travels to hearings throughout the state to assist in multiple types of hearings, i.e., clemency, certificate of sealing and military expungements:

• Assists with preparing confidential recommendations of the Board for the Governor.

5. Follows oral and written instructions gaining experience and knowledge in and applying evolving automated office equipment and technology to complex tasks.

6. Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1.Requires knowledge, skill and mental development equivalent to two years of secretarial/business college, OR completion of high school and two years of related office experience, OR two years of independent business experience.

2.Requires the ability to keyboard accurately at 30 wpm.

Preferred Qualifications

• Prefers extensive knowledge of office practices, procedures, and programs.
• Prefers extensive knowledge of composition, grammar, spelling and punctuation.
• Prefers extensive knowledge of basic mathematics.
• Prefers the working knowledge of the logic computer programs.
• Prefers the ability to follow oral and written instructions.
• Prefers the ability to operate commonly used manual and automated office equipment and perform routine maintenance.

Conditions of Employment

1. Requires the ability to travel statewide to assist in hearings which could include overnight stays.

2. Requires the ability to successfully pass Department of Corrections, Illinois State Police and county jail background checks as necessary to enter required correctional facilities throughout Illinois.

3.  Requires possession of a current valid and appropriate driver's license.

About the Agency

The Illinois Prisoner Review Board's mission is to function under statutory authority as a quasi-judicial body with a primary focus on public safety.  It further acts as a checks and balances on other state and local institutions.  The Board imposes release conditions for incarcerated individuals who are exiting penal facilities, revokes and restores good conduct credits from inmates and conducts hearings to determine whether parolees have violated conditions of parole.  The Board also notifies victims and their families when an inmate is about to be released from custody.  Finally, the Board makes confidential recommendations to the Governor relative to clemency petitions.  To learn more about our agency Click Here.