Administrative Support Assistant

Responsibilities

• Initiates the Incarcerated Individual release checklist.
• Conducts NCIC checks, completing release checklist, assisting with paperwork and information entered into ICON for offenders releasing, trip scheduling, assigning incoming offenders to a counselor, coordinate with other facilities in transfers in and out of NCCF. Also assists with E‑filing court documents when needed.
• Assists the offender population with filing for duplicate social security cards. Sends application to the social security office, places card into file when it arrives, notifies offender when the card arrives and updates ICON data.
• When vital records arrive place into offender files and update ICON as needed, also notifies the offender of its arrival.
• Serve as major source in answering offender inquiries as well as answering correspondence and oral inquiries from NCCF staff, attorneys, clerks of court, child support agencies within confidentiality requirements of the Iowa Code and NCCF/DOC policies. Assist with data entry, filing, scanning and organizing records.
• Oversee child support recovery program for NCCF.
• Generates yearly treatment class calendar. Creates rosters for the ACTV-P classes and sends to the counselors prior to class start date. Once finalized sends email to all staff on dates, times, and participants.
• Assists in maintaining the Treatment Workspace digital file. Ensures relevant information is entered into the database, works with treatment staff and cleaning the folders up once information is outdated.
• Keeps list of 30 day initial reviews and Annual Custody classifications to ensure no person is missed.
• Takes attendance and minutes during the monthly treatment team meetings. Sends minutes to treatment director for review and when finalized, sends to treatment staff via email and uploads into the treatment team workspace. Helps set up the room for meetings.
• Annually makes the BOP release plan due date list, ensures the meeting room is set up for monthly BOP hearings.
• Maintain supplies inventory for the treatment department. Request purchases to ensure adequate inventory.
• Schedules legal calls when attorneys request, schedules calls into the calendar, notifies offender, places call if needed, sets up zoom call if needed.
• Stays current on NCCF Mail procedures ensuring the facility is maintaining DOC policy guidelines for OP‑MTV‑01 and OP‑MTV‑02.
• Distribute legal mail to the incarcerated individuals according to policy, which requires a recording of each meeting and copying of all legal mail and ensure originals are shredded.
• Screens incoming and outgoing mail and packages for both staff and offenders assuring it meets policy guidelines and is processed and sent to the appropriate location in a timely manner.
• Ensures incoming publications meet policy guidelines and are delivered in a timely manner or if denied, gives notice and disposes of properly. Utilizes publication review list and process.
• Works with all departments fielding requests related to mail, answers questions from staff, offenders, and the public regarding NCCF mail operations.
• Monitors Pigeonly and Pelipost database and screen incoming parcels daily marking approved or denied based on set policy and procedures. Sends rejection notifications to the offender when mail is rejected due to policy violations. Follows through with disposal or mailing of contents.
• Maintains the “no correspondence list” and the “correspondence ok” list making sure the information is current.
• Maintains orderly mail room and mail shed sorting packages as they arrive, contacts department heads when packages are not being removed in a timely manner.
• Serves as the Volunteer coordinator for NCCF. Stays current on NCCF Volunteer procedures and ensures that the facility is maintaining DOC policy guidelines for AD‑CI‑01.
• Serves as the contractor and internship coordinator for NCCF. Stays current with policies regarding contractors and internships.
• Works with all departments fielding requests related to the volunteer programs, answers questions from staff, offenders, and the public regarding NCCF volunteer programs.
• Processes all applications for potential volunteers, completes all…