Office Operations Associate

State of West Virginia; Charleston (WV); On-site; USD 32,000 - 45,000; Full time

Job summary

State of West Virginia is seeking a detailed Federal-style clerical professional to update offender parole information in the Offender Information System (OIS) and manage parole hearing data, notices, and communications.

You will compile interview lists, contact RECs, and send important letters to courts and victims, while supporting document uploads and potential revocation hearings as needed.

Qualifications

• Graduation from a standard high school or the equivalent.
• Two (2) years of full-time or equivalent part-time paid experience performing routine office work or customer-facing roles.
• Substitution: College hours, related business school, or vocational training may substitute for the required experience.
• All college, university or vocational school education, licensure or certification must be verified ONCE by attaching a copy of an official transcript, license, or certificate to your online application or by emailing it to the West Virginia Division of Personnel at [e-mail].

Responsibilities

• Update information related to offenders’ parole statuses in the Offender Information System (OIS).
• Update parole hearing information, including parole eligibility date (PED) in OIS.
• Compile, distribute and update official parole interview lists to assigned facilities by specified time frames.
• Serve as agency contact to re-entry coordinators (REC) for assigned facilities.
• Prepare and mail offender parole hearing notices; sentiment letters to court officials and victims prior to hearings; mail parole outcomes to victims and court officials prior to hearings.
• Upload board documents into OIS and shared drive.
• May manage parole revocation hearings or parole discharge as needed.
• Answer phones, screen and forward calls; provide information on public questions about offenders and Parole Board operations.
• Perform basic mathematical calculations to determine PED dates; extrapolate information from court documents to process files.

Job description

Nature of Work
Under general supervision, performs advanced level clerical work in a quasi-legal setting. Primary duties include but are not limited to updating information related to offenders’ parole statuses in the Offender Information System (OIS); updating parole hearing information, including parole eligibility date (PED) in OIS; compiles, distributes and updates official parole interview list to assigned facilities by specified time frames; serves as agency contact to re-entry coordinators (REC) for assigned facilities; confirms deletions and additions to interview list with RECS and communicates information to panel members; prepares and mails offender parole hearing notices; prepares and sends sentiment letters to court officials and victims prior to hearings; prepares and mails parole outcomes to victims and court officials prior to hearings. Uploads board documents into OIS and shared drive. The applicant may also be responsible for management of parole revocation hearings or parole discharge as needed. Routine office duties include opening, sorting, and distributing mail; answering telephone, screen, and forwarding calls to appropriate staff members; answering questions related to public information of offenders and general workings of the Parole Board. Applicant must be willing to serve as backup for other staff members if they will be out of the office to maintain agency workflow. The applicant must be able to perform basic mathematical calculations to calculate PED dates for offenders and be able to extrapolate information from court documents to process files efficiently. Other related duties as assigned.

Minimum Qualifications

Training: Graduation from a standard high school or the equivalent.

AND

Experience: Two (2) years of full-time or equivalent part-time paid experience performing routine office work or customer-facing roles.

OR

Substitution: College hours, related business school, or vocational training may be substituted through an established formula for the required experience.

The minimum qualifications for this job title are: Training: Graduation from a standard high school or the equivalent. AND Experience: Two (2) years of full-time or equivalent part-time paid experience performing routine office work or customer-facing roles. OR Substitution: College hours, related business school, or vocational training may be substituted through an established formula for the required experience. Please note: All college, university or vocational school education, licensure or certification must be verified ONCE by attaching a copy of an official transcript, license, or certificate to your online application or by emailing it to the West Virginia Division of Personnel at: [e-mail] YOU DO NOT HAVE TO VERIFY HIGH SCHOOL GRADUATION OR THE EQUIVALENT. PLEASE DO NOT SEND HIGH SCHOOL DIPLOMAS OR TRANSCRIPTS. You must only submit this documentation ONE TIME; please DO NOT SUBMIT DUPLICATE COPIES. Job duty descriptions of all experience MUST be included in the Work History section of your online application or be clearly stated on your attached resumé in order for them to be considered as qualifying experience toward the minimum qualifications. Please include details of daily job duties on your online application or resumé. Do you meet the qualifications for this title as outlined by the minimum qualifications? This question is only asking if you meet the minimum qualifications; you will be asked about your overall/total training and experience in the next question.