DOC Vienna CC Office Specialist - Facility Programs Litigation

Position Overview

The Office Specialist position will serve as the facility coordinator for the Rasho, Lippert, Holmes, and other forthcoming lawsuit agreements.  This position will work closely with the facility’s health care and mental health departments to gather and keyboard information for multiple reports and databases.  This position requires accuracy and strict attention to detail.  The position will be responsible for communication with internal and/or external auditors and legal entities.  A background in policy and procedure, as well as working knowledge of the Americans with Disabilities Act, would be a plus for our ideal candidate.  Previous experience working in a health care or mental health facility is preferred.  The ideal candidate would be a self-motivated, task oriented, and organized individual with strong interpersonal and communication skills.  We are looking for an energetic and dedicated candidate that is seeking to be an integral part of our team, a candidate that can be trusted to display professionalism, integrity, civility, transparency, accountability, and responsiveness in all actions.  We encourage all qualified individuals to apply.

Essential Functions

• Plans, assigns, and reviews activities for several lawsuits, to include but not limited to Rasho v. Jeffreys, Lippert v. Jeffreys, Holmes v. Baldwin, and any other agreements which might be forthcoming.
• Responds to inquiries requiring knowledge of agency operations and programming as it relates to various topics required by the individual settlement agreements.
• Works with and collaborates information gathered from other sources, to be combined in various Microsoft Word and Excel documents and databases.
• Assists in scheduling assessments and appointments for the individuals in custody who are identified as part of the various settlement agreements, to ensure proper follow up and compliance of care.
• Coordinates efforts with other staff and reviews information in support of the Americans with Disabilities Act (ADA).
• Meets with individuals in custody who request assistance in their daily activities and refers to the facility medical director for assessment.
• Serves as a member of the internal facility review team, conducting facility reviews in an accurate and timely manner.
• Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to two (2) years of secretarial/business college and one (1) year of office experience, or completion of high school and three (3) years of office experience, or three (3) years of independent business experience.
• Requires ability to keyboard accurately at thirty (30) words per minute.
• Qualifying state employees, in the employee Upward Mobility Program, may complete combinations of specific proficiency tests and training programs leading to a certificate of proficiency in lieu of the stated requirements for this classification.

Preferred Qualifications

• Prefers at least one (1) year of experience in office practices and procedures.
• Prefers at least one (1) year of experience using Microsoft Office software and computer programs.
• Prefers at least one (1) year of experience in office correspondence and documentation, specifically, using office appropriate grammar, spelling, and punctuation.
• Prefers at least one (1) year of experience using manual and automated office equipment.
• Prefers at least one (1) year of experience instructing, guiding, and training others.
• Prefers at least one (1) year of experience establishing and developing written instructions and procedures.
• Prefers at least one (1) year of experience interpreting and recording medical and mental health documentation.
• Prefers at least one (1) year of experience working in a medical or mental health setting.

Conditions of Employment

• Requires ability to pass the 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.
• Required to utilize digital technology, tools, platforms, and processes in managing and supporting various digital enhancements for greater efficiency, productivity, and digital transformation efforts within the department.
• Applicants are required to abide by all vaccine and/or other medical standards as set out by the employer. 
• The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.