Administration

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Provides administrative and/or secretarial support services for the Department and, subject to assignment, to any supervisor, program or division manager. Performs related duties as required.

SUPERVISION RECEIVED:

Works under the general supervision of a division manager. Subject to assignment, will receive direct supervision from a specific supervisor, director, program manager, or division manager.

DUTIES AND RESPONSIBILITIES:

• Administrative and/or secretarial support includes the following:
• Answering telephone calls, receiving visitors and screening for appropriate individuals and nature of business, and taking messages when needed;
• Preparation and typing of a variety of correspondence, reports, and memoranda from rough draft or oral instructions;
• Taking notes at scheduled meetings and preparing minutes for distribution;
• Preparation and compilation of statistical information;
• Maintenance of office records and filing system, in particular correspondence files and attendance records;
• Researching information and exercising a moderate amount of independent judgment regarding relevance of information to assigned tasks.
• Collect grievances from within units, Generate the monthly Earned Good Time report and Coordinate and manage calls with attorneys - Specific to Casework/Admin
• Must have knowledge of, and become familiar with, relevant Department policies and any

assigned division, program or office procedures and operations;

• Successful candidates will be assigned to one of the following divisions, at either the Jail, HOC, or other Department facility where more specific duties and responsibilities will apply:

A. Human Resources; D. Training; G. Medical

B. Financial Services; E. Office of General Counsel ;

• Operations; F. Program Services; or

QUALIFICATIONS :

• Ability to use Microsoft 98 (or later version) and generate Excel spreadsheets;
• Ability to type no less than 40 WPM;
• Must have excellent organizational skills and ability to maintain accurate records and files;
• Must possess outstanding verbal and written communication skills and have knowledge of general office practices and procedures;
• Flexibility and ability to learn and perform new duties and skills as assigned.
• High school graduate with business or secretarial school training OR lengthy prior secretarial

experience OR a combination of training and experience which provides the knowledge, skills and

abilities to meet the duties and responsibilities described above.