Position Marketing Statement

The Illinois Prisoner Review Board is seeking to hire a motivated, self-starting Office Associate for the Executive Clemency Unit. The Office Associate will perform a variety of complex, specialized clerical duties for the unit. This position is dynamic in nature and prepares specialized records, reports and complex charts and statistics. Must be comfortable with verbal and written communication. 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.

Job Responsibilities

1. Performs a variety of complex, specialized clerical duties for the PRB Senior and professional staff:

• Composes and keyboards a variety of legal correspondence for offenders, attorneys, general public and other entity requests and letters, such as reconsiderations, incomplete letters, and status letters.
• Responds to inquiries by utilizing knowledge of agency operations, eligibility rules and regulations to ensure responses are clear and concise.
• Keyboards a variety of correspondence, reports and other documents from handwritten hard copy, prerecorded or voice dictation.
• Edits materials/documents and corrects typographical, spelling, grammar and punctuation errors.

2. Serves as the clerical support staff and receptionist for multiple units, such as Legal, Administration and Clemency:

• Responds to telephone inquiries by providing information concerning available services or by clarifying processes and procedures to clientele, attorneys and other entities.
• Directs calls to appropriate staff.
• Reads, sorts and delivers incoming mail for each unit.
• Sets up travel and meeting arrangements and schedules hearing dates.

3. Prepares and maintains complex, specialized records and reports, complex charts, statistical reports, documents and forms:

• Maintains statistics of all hearings for monthly, semi-monthly and annual reports utilizing PRB computer programs.
• Develops methods and forms to improve the processing and control of records.
• Prepares and maintains spreadsheet or database files to maintain records and produce reports.
• Performs background reports on offenders utilizing the LEADS program in compliance with the Illinois State Police rules and guidelines.

4. Prepared documents for filing in the central filing system and/or Docuware electronic filing system.

• Indexes, logs and scans documents.

5. Travels throughout the state to assist with preliminary, revocation and clemency hearings and to participate in agency meetings throughout the state.

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.

2. Requires two (2) years office experience.

3. Requires the ability to keyboard accurately at 45 wpm.

Preferred Qualifications

• Prefers extensive knowledge or office practices, procedures and programs.
• Prefers extensive knowledge of composition, grammar, spelling and punctuation.
• Prefers working knowledge of basic mathematics.
• Prefers elementary knowledge of agency programs, rules and regulations.
• Prefers the ability to follow oral or written instructions.

Conditions of Employment

• Requires ability to successfully pass Department of Corrections, Illinois State Police and county jail background checks as necessary to enter required correctional facilities throughout Illinois.
• Requires ability to travel statewide on quarterly basis which includes overnight stays away from primary work location.
• Requires possession of a current valid appropriate driver's license.
• Requires possession, or the ability to possess, and maintain the Law Enforcement Agencies Data System (LEADS) certification.

Agency Contact

Name: Nikki Damhoff

Email: Nichole.Damhoff@Illinois.gov

Phone: 217-782-7273

Mail: Illinois Prisoner Review Board, 319 E. Madison, Suite A, Springfield, IL 62701

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.