Office Operations Associate

West Virginia; Charleston (WV); On-site; USD 36,000 - 48,000; Full time

Job summary

West Virginia Parole Board seeks a capable clerical professional in Charleston to manage parole information in OIS, update hearing data, and distribute interview lists to facilities. The role also involves preparing notices, mailing sentiment letters to officials and victims, and maintaining board documents on shared drives.

The position requires a high school diploma or equivalent and about two years of office or customer-facing experience, with substitution options via college hours or

Qualifications

• High school diploma or equivalent required.
• Two years of full-time or equivalent office work or customer-facing experience.
• College hours or vocational training may substitute for the required experience.

Responsibilities

• Update parole statuses and hearing information in the Offender Information System (OIS).
• Compile, distribute and update the parole interview list to assigned facilities by specified time frames.
• Prepare and mail offender parole hearing notices and sentiment letters to court officials and victims before hearings.
• Upload board documents into OIS and shared drive; back up staff as needed to maintain workflow.
• Answer phones, screen and route calls; provide public information on offenders and Parole Board operations.
• Assist RECs and panel members; communicate interview list changes to all involved parties.
• Perform basic math to calculate PED dates and extract data from court documents to process files.

Education

High school diploma or equivalent

College hours / vocational training may substitute for experience

Job description

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.

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.