OFFICE ASSOCIATE

Position Overview:

The Illinois Department of Juvenile Justice is looking for a candidate to serve as an Office Associate to work at IYC Harrisburg in the Record's Office. This position helps to maintain the tracking system for pre-scheduled absences such as court writs, medical furloughs, day releases, funeral furloughs and authorized absences. The incumbent enters prisoner review board results into the Juvenile Tracking System and files documents into master files in a designated order. The incumbent also provides clerical support functions for staff.  We are looking for an energetic candidate looking to be an integral part of the IYC Harrisburg Team. We encourage all qualified applicants to apply!

Essential Functions:

• Under direction, establishes/updates master files for all youths admitted to the Reception and Classification Unit including completion of sentence calculations and enters information into the Juvenile Tracking system including mittimus and court information.
• Collects data for and types a variety of complex and technical reports such as Notice of Eligibility for Parole Consideration, Prisoner Review Board documents, etc. within the Records Office.
• Performs various Record Office functions including answering phones, filing youths' master in files, receiving and sorting of mail, preparation of writ and furlough packets, updates various procedural manuals additions revisions received.
• Provides clerical office support as a secretary to unit supervisor.
• Keyboards complex charts, statistical reports, documents, forms, memoranda and letters including legal terminology where an understanding of specialized terms is required to ensure clarity and accuracy.
• Performs other duties as required or assigned which are reasonably within the scope of those duties enumerated above.

Minimum Qualifications:

• Requires knowledge, skill and mental development equivalent to completion of high school and two years of office experience.
• Requires the ability to keyboard accurately at 45 words per minute.

Preferred Qualifications (In Order of Significance):

• Prefers extensive knowledge of 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 ability to follow oral or written instructions.
• Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.

Conditions of Employment:

• Requires the ability to pass an IDOC/IDJJ background check.
• Requires ability to pass a drug screen. The use of unauthorized drugs by an employee, regardless of position held, is prohibited.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.

About the Agency:

The mission of the Illinois Department of Juvenile Justice (IDJJ) is to build youth skills and strengthen families by promoting community safety and positive youth outcomes. Over 900 staff members from across various departments—security, programming, education, mental health, and more—collaborate with the understanding that youth are physically, emotionally, and cognitively different from adults. The department provides extensive services to young people through a developmental, treatment-focused model of care that builds youth resiliency, engages families, and promotes community safety at the five youth facilities it operates across the state. IDJJ serves and houses approximately 150 youth and is responsible for approximately 500 youth on Aftercare in various Illinois’ communities.