Administrative Support Assistant 2 - Waterloo Adult Office

About the Role

The Iowa State Public Defender’s Office is looking for a motivated and detail-oriented Administrative Support Assistant 2 to provide essential clerical support in their Waterloo Adult office, serving Black Hawk County. The Office is dedicated to delivering high-quality legal representation to indigent persons in Iowa in various legal proceedings while ensuring efficiency and fiscal responsibility.

Key Responsibilities

• Handle incoming phone calls from Public Defender clients, court staff, and attorneys, providing routine case updates and clarifying court orders and legal documents.
• Manage incoming and outgoing mail, identifying sensitive correspondence and responding appropriately.
• Organize and coordinate calendars, scheduling meetings and appointments for attorneys and investigators.
• Prepare and proofread legal forms and correspondence such as letters, orders, affidavits, motions, and briefs, ensuring accuracy and proper grammar.
• Maintain legal case files precisely, entering court order data into case management systems for accurate reporting and retrieval.
• Utilize Iowa Courts Online to confirm court dates and case details.
• Use the Iowa Courts’ Electronic Data Management System (EDMS) to file legal documents and manage electronic discovery materials including audio, video, and written evidence.
• Provide software support to staff, particularly with Microsoft Office and Google Workspace applications.
• Carry out additional tasks as assigned by the Public Defender Supervisor.

Desired Qualifications and Skills

• Strong communication abilities, both written and verbal.
• Proficient computer skills, especially with Google Workspace, Microsoft Office, databases, spreadsheets, and legal case management software.
• A customer-focused attitude and professional ethical standards.
• Excellent interpersonal skills to interact effectively with clients, clerks, judges, attorneys, and service providers.
• Prior legal experience is preferred but not mandatory.

Work Environment and Culture

This dynamic position requires an organized and motivated individual capable of meeting strict deadlines and collaborating within diverse teams. The Office promotes a supportive work-life balance and fosters a culture committed to serving the community.

Benefits Package

• Comprehensive health, dental, life, and vision insurance.
• Generous paid time off including vacation, holidays, and sick leave accrual.
• On-the-job training provided by experienced professionals.
• Opportunities for professional development.
• Flexible Spending Accounts available for medical and dependent care expenses.
• Participation in the Iowa Public Employee Retirement System (IPERS).
• Retirement Investors Club, a voluntary employer-sponsored retirement plan.
• Employee Assistance Program for personal support.
• Discount programs with various vendors including vision, cellular, and fitness related services.
• Access to an on-site fitness center at the 6200 Park Avenue location.

Additional Information

The State of Iowa participates in the E-Verify program to confirm work eligibility for new hires and complies with Right to Work laws. Typing proficiency of at least 40 net words per minute may be required after hire, verified via testing.

Minimum Qualifications

• At least one year of full-time work experience in office, clerical, data entry, or related roles; or
• A combination of education and experience equaling one year, where 30 semester hours of college coursework count as one year of experience; or
• Current continuous experience within the state executive branch including six months as an Administrative Support Assistant 1.