Administrative Support Assistant 3 - Davenport

Posting number: 27-00376

Department: 428 Department of Inspections, Appeals & Licensing - Public Defender

Job classification: Administrative Support Assistant 3

Posting type: Open

Categories: Clerical & Data Entry, Office and Administrative Support

Summary

Do you enjoy helping others and want to make a significant impact in what you do?  If yes, look no further! 

The Iowa State Public Defender’s Office is seeking a highly motivated, skilled, and enthusiastic Administrative Support Assistant 3 to provide clerical support in our Davenport office located in Scott County, Iowa.

Who We Are

The mission of the Office of the State Public Defender is to ensure that all indigent persons in Iowa are provided high quality legal representation in criminal, juvenile, and other eligible proceedings in the most efficient and fiscally responsible manner.

What You’ll Do

As an Administrative Support Assistant 3 in this position, you will:

• Assist attorneys and investigators with complex legal reports, subpoenas, forms, motions, briefs, and correspondence. Accurately prepare, maintain and organize case files and trial notebooks. 
• Proficient use of EDMS (Iowa Court's Electronic Data Management System). Collect, download, and categorize electronic discovery, including audio, video, and written materials from multiple sources, to be utilized in the analysis of criminal matters.
• Read and interpret court orders with little to no guidance. Accurately prepare and maintain legal case files, log data from court orders into iDocit case management system for accurate reporting and case assignments, verify court dates and case information with ICIS. Proficient use of iDocit case management system including data entry, conflict searches, case maintenance, document merges, close-out procedures, file destruction, and reports. Verify database information for accurate and timely statistical reporting utilized by SPD Administrative Office for budget and caseload projection analysis.
• Obtain legal reference materials and file legal documents with the clerk of court. Relay specific instructions and messages concerning court cases to client and others as directed by attorneys. Maintain verbal and in-person contact with clerks, judges, county attorneys, service providers and clients. Determine procedures for appropriate release and reporting of confidential information.
• Receive and screen visitors and telephone calls. Accurately answer questions from clients and client family members concerning court dates and case status. Explain letters, court orders, or other legal documents. Review incoming mail and court documents and identify correspondence of a sensitive or important nature and take appropriate action. 
• Monitor office supplies and determine when supplies are required. Evaluate resources for best prices and quantities and determine if order is consistent with budget. Complete and submit RFPs, miscellaneous claim forms and travel payment vouchers as needed. Verify that interpreters and court reporters are billing consistent with SPD established policies.
• Complete other assignments at the direction of the Public Defender Supervisor.

What We’re Seeking
 The successful candidate for this fast-paced position is a motivated, organized, and a detail-focused individual. Applicants should have a proven track record of completing tasks on a strict deadline, experience working with diverse populations, and work well in a team environment.
    
  Desired skills and abilities include:

• Strong written and verbal communication skills.
• Good computer skills – preference given to those with experience in Google Workspace, Microsoft Office, databases, spreadsheets, and legal case management systems.
• Customer-centric attitude and demeanor.
• Displays high standards of professional and ethical conduct.
• Good people skills – this position requires regular contact with Public Defender clients, clerks, judges, county attorneys and service providers, good people skills are necessary.
• Legal experience desired.

What We Offer
 When you join the SPD, you become a part of a strong team culture that is committed to serving the community.  In addition to providing a respect for work-life balance, we have a competitive total compensation package for all of our full-time employees, including:

• Robust benefits, including excellent health, dental, life and vision insurance.
• Generous paid time off, including vacation, paid holidays, and sick leave accrual.
• On the job training by dedicated, experienced professionals.
• Opportunities for professional development.
• Flexible Spending Accounts for medical and dependent care.
• Iowa Public Employee Retirement System (IPERS) Retirement Package.
• Retirement Investors Club (Employer Sponsored Retirement Plan).
• Employee Assistance Program for support when you need it most.
• Employee Discount Programs from a variety of vendors (vision, cellular, fitness, and more) 
• Access to an on-site employee fitness center (6200 Park Avenue location only).

For additional information on benefits click here.
 
E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visit www.e-verify.gov.

  Embark on a rewarding career dedicated to public service and make a difference with us!

QualificationsApplicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:  

1. Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
2. A total of two years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
3. Current, continuous experience in the state executive branch that includes six months of full-time work as an Administrative Support Assistant 2 or eighteen months of full-time work as an Administrative Support Assistant 1.

For more information click on this link to view the job description Supplemental informationWithin a period of time after hire, as determined by the appointing authority, employees in this class may be required to type at least 40 WPM net as demonstrated by the completion of a typing examination.