Administrative Support Assistant 2 - Mason City
About The Position
The Iowa State Public Defender’s Office is seeking an Administrative Support Assistant 2 to provide clerical support in its Mason City office in Cerro Gordo County, Iowa. The Office’s mission is to ensure that indigent persons in Iowa receive high-quality legal representation in criminal, juvenile, and other eligible proceedings in an efficient and fiscally responsible manner. The role supports attorneys and investigators by handling client and court communications, coordinating calendars, processing mail, preparing legal documents, and maintaining case files and data. It also involves using Iowa Courts Online and the courts’ Electronic Data Management System (EDMS) to verify case information, file documents, and collect and organize electronic discovery. The position is fast-paced and requires organization, attention to detail, deadline management, professionalism, and the ability to work with diverse populations and as part of a team.
Requirements
- Meet at least one minimum qualification: one year of full-time work experience in general office, clerical, data entry/processing, or related work; a total of one year of education and/or such experience, with 30 semester hours of accredited college coursework equaling one year of full-time experience; or current, continuous State executive branch experience including six months of full-time work as an Administrative Support Assistant 1.
- Strong written and verbal communication skills.
- Good computer skills.
- A customer-centric attitude and demeanor.
- High standards of professional and ethical conduct.
- Good people skills for regular contact with clients, clerks, judges, county attorneys, and service providers.
- Ability to complete tasks on strict deadlines and work well in a team environment.
- May be required, within a period determined by the appointing authority after hire, to type at least 40 net words per minute as demonstrated by a typing examination.
Nice To Haves
- Experience with Google Workspace, Microsoft Office, databases, spreadsheets, and legal case management systems is preferred.
- Legal experience is desired.
- Experience working with diverse populations.
Responsibilities
- Receive and direct phone calls from Public Defender clients, court administrative staff, and attorneys.
- Answer routine questions from clients and their family members about court dates and case status, and explain court orders and other legal documents they have received.
- Process incoming and outgoing mail.
- Identify correspondence of a sensitive or important nature and take appropriate action.
- Coordinate calendars by scheduling meetings and appointments for attorneys and investigators.
- Prepare and proofread legal forms and correspondence, including letters, orders, affidavits, motions, and briefs, for accuracy, grammar, spelling, and sentence structure.
- Maintain legal case files accurately and enter data from court orders into the case management system for reporting, recording, storage, retrieval, and use of case data.
- Use Iowa Courts Online to verify court dates and case information.
- Use EDMS to file legal documents with courts and collect, download, and categorize electronic discovery, including audio, video, and written materials from multiple sources.
- Assist staff with general software functionality when requested, including Microsoft Office and Google-based systems.
- Complete other assignments at the direction of the Public Defender Supervisor.
Benefits
- Health insurance
- Dental insurance
- Life insurance
- Vision insurance
- Paid time off, including vacation, paid holidays, and sick leave accrual
- On-the-job training
- Professional development opportunities
- Flexible Spending Accounts for medical and dependent care
- Iowa Public Employee Retirement System (IPERS) retirement package
- Employer-sponsored Retirement Investors Club plan
- Employee Assistance Program
- Employee discount programs
- Access to an on-site employee fitness center at the 6200 Park Avenue location only
- Respect for work-life balance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
