Job ID: IN-815373 (92991112)
Onsite/Local Part-Time (22.5 Hr per week)/Onsite/Local Legal Admin Assistant with records management, case/ticket/tracking systems, call center, public records, criminal justice experience
Location: Indianapolis, IN (Department of Corrections / Central Office / Victim Services)
Duration: 12 Months
Skills:
Prior experience as an administrative assistant, pref. in a lead role Required 2 Years
Prior experience with records management Required 2 Years
Prior experience working with case, ticket or tracking systems Required 2 Years
Prior experience handling confidential or sensitive material Required 2 Years
Strong Microsoft office skills to include Word, Excel, Calendar, Outlook Required 2 Years
Prior experience working in a role processing public records Highly desired 1 Years
Prior experience as a legal administrative assistant. Highly desired 2 Years
Prior call center experience. Highly desired
Bachelor’s Degree Highly desired
Familiar w/ criminal justice documentation and court orders Nice to have
Research experience Nice to have
Job 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.