ADMINISTRATIVE ASSISTANT

State of New Hampshire Job Posting

Department of Corrections

Division of Field Services

Nashua District Office

Administrative Assistant

$19.96/hour - $26.41/hour

Mon-Fri 08:00-16:00

Position #19568

The State of New Hampshire, Division of Field Services has a full-time vacancy for Administrative Assistant.

Summary:

To provide the District Offices of the Department of Corrections, Division of Field Services direct administrative program support. Manages overall daily functioning, coordination, and administration of a Probation Parole District Office.

YOUR EXPERIENCE COUNTS: Each additional year of approved formal education may be substituted for one year of required work experience and/or each additional year of approved work experience may be substituted for one year of required formal education.

MINIMUM QUALIFICATIONS:

Education: Associate’s degree from a recognized college or two years of college with a major study in secretarial science, business administration or computer science.

Experience: Two years’ experience in a secretarial position, office management or administrative/program support experience. Each additional year of approved work experience may be substituted for one year of required formal education.

License/Certification: Driver’s License required.

Responsibilities:

• Supports the Chief Probation Parole Officer (CPPO) in developing and implementing new policies and procedures for the District Office. Supports the CPPO and Probation Parole Officers (PPOs) by assigning new cases, scheduling clients, and composing and formatting letters of communications for victims of crime, attorneys, courts, law enforcement, and other members of the criminal justice system. Maintains and manages the CPPO, PPO and Office calendars. Manages agendas and minutes of Staff Meetings and prepares notes for distribution to the staff and upper management.
• Manages and supervises the creation, maintenance, and security of confidential client and victim cases and files. Establishes new collections cases (restitution, fines, and fees) inclusive of payment plans and scans and uploads documents into the document management system. Gathers and provides information from probationers and parolees and assists with the completion of their necessary paperwork. Updates and maintains computer database, supervises, and maintains accurate annulment processing records, and recommends changes to the data entry process to ensure system efficiency.
• Conducts investigative research using national databases to update collections and fugitive caseload information. Requests discovery from law enforcement, attorneys, and others, as required. Performs Electronic Filing in the Superior Court System for arrest warrants, motions, withdrawing motions, etc.
• Uses knowledge of the criminal justice/legal system to work collaboratively with Probation Parole Officers, clients, victims, and other members of the law enforcement community and courts both in NH and beyond to provide assistance and resolve problems. Assists PPO’s, court personnel and clients with records management system and other software or data related issues.
• Utilizes strong verbal skills to deescalate aggressive and hostile situations, some of which are related to mental health, and/or criminal behaviors both in person and on the telephone involving probationers, parolees, victims, and their family members.
• Uses independent judgement to make decisions in alignment with state/federal laws, regulations, policies, procedures, and through accurate interpretation of court orders. Understands and complies with Right to Know Law, and Federal Standards governing HIPPA, and medical information.
• Audits and reviews court documents for accuracy and identifies and corrects errors to prevent monetary or legal repercussions, disruption of day-to-day operations and services, legal record inaccuracies, and potential public safety risks.
• Conducts audits at the District Office level to ensure accuracy of entries by PPOs into the records management system; National Crime Information Center/State Police Online Telecommunications System (NCIC/SPOTS) transaction logs are being kept, etc.
• Conducts research, prepares reports and informational material for administrative use, to include but not limited to, metrics on various probation, parole, annulments, and collections activities that occur within the District Office.
• Provides administrative support to the District Office by managing the day-to-day operations, to include serving as the point-of-contact for office personnel, managing incoming telephone inquiries, supervising contractors and vendors visiting the office, managing the inventory, and ordering of office supplies, mail procedures, and fleet records. Provides back-up assistance to other DO secretaries as needed.

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For further information please contact DOC Recruitment at DOC-Recruitment@doc.nh.gov, or 603-271-5645.

• TOTAL COMPENSATION INFORMATION

The State of NH total compensation package features an outstanding set of employee benefits, including:

HMO or POS Medical and Prescription Drug Benefits:

The actual value of State-paid health benefits is based on the employee's union status, and employee per pay period health benefit contributions will vary depending on the type of plan selected.

See this link for details on State-paid health benefits:

https://www.das.nh.gov/hr/benefits.aspx

Value of State's share of Employee's Retirement: 13.85% of pay

Other Benefits:

• Dental Plan at minimal cost for employees and their families ($500-$1800 value)
• Flexible Spending healthcare and childcare reimbursement accounts
• State defined benefit retirement plan and Deferred Compensation 457(b) plan
• Work/life balance flexible schedules, paid holidays and generous leave plan
• $50,000 state-paid life insurance plus additional low-cost group life insurance
• Incentive-based Wellness Program (ability to earn up to $500)

Total Compensation Statement Worksheet:

https://www.das.nh.gov/jobsearch/compensation-calculator.aspx

Want the specifics? Explore the Benefits of State Employment on our website:

https://www.das.nh.gov/hr/documents/BenefitBrochure.pdf

https://www.das.nh.gov/hr/index.aspx

EOE

TDD Access: Relay NH 1-800-735-2964