Job Description
The Department of State Police Crime Laboratory is seeking an Office Support Specialist I for the Case Management Unit.
Employees in this role perform administrative support functions such as preparing correspondence, sending completed reports, and other materials as needed, responding to inquiries and questions from internal and external contacts, assisting in various office programs, and performing related work as required.
Employees are responsible for compiling and providing materials responsive to discovery, public records, and freedom of information requests, assisting with file organization including filing case files on site and organizing, retrieving, and returning files to off-site locations and administratively recording assignments into the Laboratory Information Management System. Employees are expected to maintain accurate records, pay close attention to detail, have the ability to multi-task and provide verbal and written communication effectively.
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- Maintain on-site central file storage locations by organizing and filing case files appropriately and ensuring the chain of custody is accurate.
- Receive, transfer and return bulk file boxes both on-site and through a third-party vendor to ensure custody records are accurate.
- Complete file retrieval assignments and ensure case files are scanned and tracked accurately in the LIMS.
- Conducts inventories of file storage locations as needed to ensure accurate custody records and proper file organization.
- Filing/uploading case-file documentation in appropriate hard copy case file or electronic case records.
- Responsible for the dissemination of completed reports using email, file sharing websites or hard copy mailing.
- Administratively record assignments and communications using established systems (e.g., Laboratory Information Management System (LIMS).
- Responsible for scanning, gathering and compiling case related documentation and materials to fulfill discovery, public records and freedom of information requests received in the Case Management Unit from various stakeholders, within the indicated timeframes.
- Perform related duties such as filing, typing, data-entry, photocopying, correspondence, daily mail, reception, and phone coverage, etc.
- Performs all other duties as requested.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
Minimum Entrance Requirements:
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.