Administrative Support Assistant 3 - Administrative Office

State of Iowa•Des Moines - 50313 - Polk County, IA

4d•Onsite

About The Position

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 office located in Polk County, Iowa. 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.

Requirements

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.
Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
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.
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.
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.

Nice To Haves

Legal experience desired.

Responsibilities

Assist attorneys and investigators with Project to Preserve Families initiative, including preparing complex legal reports, subpoenas and forms.
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.
Maintain and log data from referrals and providers to ensure accurate reporting and case assignments.
Verify information 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.
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.
Complete other assignments at the direction of the Public Defender Supervisor.

Benefits

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).