Admin Assistant

Title/Role: IN-IDOC-SVOR-Admin Staff / Admin Assistant

Worksite Address: Indianapolis, IN

Pay Rate: $23.17/hr

Job Short Description

Data Collection Admin Staff: The data collection staff will assist the Department in its statutory responsibilities related to sex and violent offender registration.

Complete 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.

Required Skills

• Prior experience as an administrative assistant, pref. in a lead role
• Prior experience with records management --- 2Years
• Prior experience working with case, ticket or tracking systems ---2 Years
• Prior experience handling confidential or sensitive material ---2Years
• Strong Microsoft office skills to include Word, Excel, Calendar, Outlook --- 2 Years

Highly desired Skills

• Prior experience working in a role processing public records ---1 Year
• Prior experience as a legal administrative assistant. ---2 Years
• Prior call center experience.
• Bachelor's Degree

Skills Nice to have

Familiar w/ criminal justice documentation and court orders

Research experience