This position performs a variety of clerical duties in accordance with specific instructions and established work procedures to help resolve secretarial and unit or case management issues.
Primary Duties and Responsibilities
Receives incoming calls and visitors at the facility, making sure that they are greeted in a professional manner, and that their first impression of the facility is positive. Routes or handles calls and mail not needing supervisor’s attention. Takes legible, accurate and complete messages in own handwriting or on a computer for staff to ensure that return calls can be made.
Maintains calendars and schedules appointments as needed.
Handles matters of a routine nature, such as composing replies to correspondence, following up on pending issues and preparing summary information for supervisor’s review. May be authorized to make decisions on routine matters as delegated by supervisor.
Organizes workflow so that the unit operates efficiently.
Organizes and maintains files, correspondence, records and confidential information.
Maintains accurate and thorough records and submits them to the administrative office to comply with organization, contract, and other legal compliance issues.
Manually types and proofs correspondence and reports, as needed, which may include formal and informal disciplinary action reports for inmates and monthly and quarterly facility reports.
May carry out special projects and assignments as requested; compiles, analyzes and prepares data for administrative support and presentations.
May monitor inventory levels of supplies office; initiates purchase orders as necessary.
Maintains confidentiality obtained through job duties regarding inmates, employees, vendors, and outside agencies so that sensitive information is only given on a "need to know" basis.
Performs related duties as assigned.
High school diploma or equivalent required. College level courses preferable but not mandatory.
Two (2) years of experience as a secretary or administrative assistant.
Ability to handle moderately complex assignments under general supervision. Excellent oral and written communications skills and organization skills.
Must maintain a high level of confidentiality.
Ability to report for work on time.
Ability to interact effectively with co-workers.
Ability to understand and follow posted work rules and procedures.
Ability to accept constructive criticism.
Ability to work effectively as member of a team.
Ability to use personal computers and associated software applications