Administrative Support Assistant 3 - Des Moines Juvenile

State of Iowa; Des Moines (IA); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health, dental, vision insurance

Paid time off

On-the-job training

Professional development

Flexible Spending Accounts

IPERS retirement

Employer retirement plan

Employee assistance program

Employee discount programs

On-site fitness center

Job summary

The State of Iowa’s Office of the Public Defender in Des Moines seeks an Administrative Support Assistant 3 to provide clerical support in the Adult office. You will manage phone inquiries, calendar coordination, and prepare legal documents with accuracy.

Strong communication, organization, and teamwork are essential. The role offers a competitive benefits package, paid time off, on‑the‑job training, professional development, FSAs, IPERS, and retirement plans within a public service environment.

Qualifications

• Two years of full-time work experience in general office or related work.
• Education and/or experience combination as described (two years).
• Typing speed of at least 40 WPM.
• Experience with legal or case management systems is beneficial.

Responsibilities

• Receive and direct phone calls from clients, staff, and attorneys.
• Process incoming and outgoing mail and identify important correspondence.
• Coordinate calendars and appointments for attorneys and investigators.
• Prepare and proof legal documents for accuracy.
• Maintain legal case files and log data into the case management system.
• Use Iowa Courts Online to verify dates and information.
• Work with EDMS to file documents and collect materials.
• Assist staff with software (MS Office, Google Workspace).
• Complete other assignments as directed by the Public Defender Supervisor.

Skills

Written and verbal communication

Google Workspace

Microsoft Office

Team player

Customer service

Tools

Google Workspace

Microsoft Office

Databases

Spreadsheets

Legal case management systems

Job description

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 Des Moines Adult office located in Polk 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:

• Receive and direct phone calls from Public Defender clients, court administrative staff, and attorneys. Answer routine questions from clients and client family members concerning court dates, status of the case, explain court orders and other legal documents they have received.
• Process incoming and outgoing mail. Review and identify correspondence of a sensitive or important nature and take appropriate action.
• Calendar coordination that includes scheduling meetings and making appointments for attorneys and investigators.
• Prepare and proof forms and correspondence of a legal nature such as letters, orders, affidavits, motions, and briefs for accuracy, grammar, spelling, and sentence structure.
• Accurately maintain legal case files, log data from court orders into case management system for the precise and effective reporting, recording, storage, retrieval and use of case data.
• Access Iowa Courts Online to verify court dates and case information.
• Proficiently use EDMS (Iowa Court’s Electronic Data Management System) to file legal documents with courts and to collect, download, and categorize electronic discovery, including audio, video, and written materials from multiple sources, to be utilized in the analysis of criminal matters.
• Assist staff with general software functionality when requested, such as Microsoft Office suites and other Google-based systems.
• 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.

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!

Applicants 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

Within 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.