Office Support Specialist - (Parole) Essex County

State of Massachusetts • Middleton, MA

404d

About The Position

The Transitional Services Unit Office Support Specialist (TSU OSS) provides essential administrative support to the Institutional Parole Offices, ensuring efficient operations through effective communication, data management, and organization of files. This role requires attention to detail, the ability to multi-task, and a commitment to maintaining confidentiality while assisting with various office programs and tasks.

Requirements

• Two years of full-time, or equivalent part-time, experience in administrative work.
• An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
• An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.

Nice To Haves

• Experience with case management databases.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality of sensitive information.

Responsibilities

• Provides administrative support to assigned personnel and Institutional Parole Offices.
• Screens Institutional Parole Office phone calls as necessary.
• Schedules and attends meetings as required and maintains electronic meeting and event calendars.
• Assists with, compiles data from, and conducts research tasks as assigned.
• Assists the IPO and TPO in obtaining all file information, e.g., police report(s), court records, correctional facility records, etc.
• Utilizes the Agency's case management SPIRIT Database, and/or other related database(s) to enter data and demographic information for all inmates/clients.
• Assists the Institutional Parole Officer (IPO) and Transitional Parole Officer(s) (TPO) in entering all hearing information in the SPIRIT Database, and/or other database(s).
• Uses various computer software and databases to compile and maintain data, spreadsheets, and prepare reports.
• Responds to inquiries and provides information to internal and external contacts, which includes liaising with local, state, and federal agencies to exchange information and coordinate Parole Agency related activities.
• Organizes and maintains the Institutional Parole Offices hard copy and digital formatted filing systems.
• Assists the IPO and TPO in keeping, tracking and cataloging hearing recordings.
• Utilizes the Department of Criminal Justice Information Services (DCJIS) system to support Parole Board staff in verifying criminal offender record information (CORI), via Board of Probation (BOP) and related checks.
• Performs other related duties as required.

Benefits

• Comprehensive employee benefits package including health insurance, retirement plans, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Associate degree