Position Overview

The Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Office Assistant, Opt 2 for the Victims Notification Unit. The Office Assistant will be an instrumental position with the agencies file retention and scanning process to ensure documents are digitized and stored properly. It is also a position that will be working with Victims of Crime and ensuring proper notification are sent timely. The ideal candidate will be able to work well with the public, staff, and Senior Management. We invite those interested in public safety to apply.

Essential Functions

1. Responds to verbal and written miscellaneous inquiries from victims, complaining witnesses or county victim advocate units who send in letters or telephone to obtain parole/discharge information or documentation for individuals in custody in the Illinois Department of Corrections (IDOC) or Illinois Department of Juvenile Justice.• Inputs new victim notification requests and places with appropriate master files.• Processes change requests for victims for board orders, addresses, etc.• Downloads appropriate form letters and mails to victims.• Keyboards and prepares board orders for amendments for victim requests.• Ensures amended orders are sent to the appropriate facility.• Notifies Victims and/or Complaining Witnesses via mail or calls about projected release dates, death, etc., of individuals in custody.

Essential Functions cont...

2. Scans documents to DocuWare.
• Prepares and organizes documents to be scanned into DocuWare using high speed scanners and programs.
• Reviews documents scanned for accuracy and corrects any errors within the DocuWare system.
• Keyboards and tracks documents being scanned in a filing spreadsheet with batch numbers to provide quick recall for documents.
• Makes changes to the electronic file as needed, such as name changes, IDOC numbers, etc.
• Boxes scanned documents, assigning consecutive numbers to each box, and recording in the file spreadsheet.

3. Locates files from the DocuWare filing system.
• Prepares discharged files for conversion to be microfilmed by Secretary of State (SOS) for file retention.
• Enters necessary file information, such as name, individual in custody number, institution, etc., into Access database for microfilming.
• Ensures the file documents are in a predetermined order before being sent to SOS electronically.
• Boxes scanned documents to be stored for authorized disposal.

Essential Functions cont...

4. Prepares documents for shredding.
• Prepares file retention document for SOS for authorization to dispose of scanned documents.
• Maintains binder of original approved file retention documents.
• Prepares boxes of scanned documents to be properly disposed of via shredding, either in house or outside approved vendor.
• Prepares necessary documentation of outside approved vendor for disposal of documents.
• Records disposal date in file spreadsheet.

5. Handles all requests for documents from microfilm.
• Reviews file spreadsheet and Access database to locate the correct film roll to pull.
• Reviews the film roll for requested documents on microfilm viewer.
• Prints documents and distributes to authorized individuals.
• Works with SOS to locate documents, as needed

6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill, and mental development equivalent to completion of high school and one year of related office experience.

2. Requires the ability to keyboard accurately at 35 wpm.

Preferred Qualifications

1. Prefers the ability to utilize microfilm/microfiche viewer.

2. Prefers working knowledge of file retention and DocuWare.

3. Prefers basic computer skills.

4. Prefers good grammar, spelling and punctuation skills.

5. Prefers the ability to maintain files.

6. Prefers working knowledge of office practices, procedures, and programs.

7. Prefers the ability to follow oral and/or written instructions.

8. Prefers the ability to lift and carry up to 20 lbs.

Conditions of Employment

Ability to successfully pass Department of Corrections, Illinois State Police and county jail background checks as necessary to enter required correctional facilities throughout Illinois.

About the Agency

The Illinois Prisoner Review Board's mission is to function under statutory authority as a quasi-judicial body with a primary focus on public safety. It further acts as a checks and balances on other state and local institutions. The Board imposes release conditions for incarcerated individuals who are exiting penal facilities, revokes and restores good conduct credits from inmates and conducts hearings to determine whether parolees have violated conditions of parole. The Board also notifies victims and their families when an inmate is about to be released from custody. Finally, the Board makes confidential recommendations to the Governor relative to clemency petitions. To learn more about our agency Click Here.