COR Administrative Assistant, Senior

Salary: $44,200.00

Posting expires: August 8, 2024

Description - External General Description and Classification Standards 

This class provides varied and advanced level administrative and support services to the Department of Corrections. Prepares, reviews, distributes, and / or files routine correspondence, memoranda, letters and reports; attends staff and other meetings. Provides primary support to Department of Corrections executive command as directed. Participates in the development and implementation of department initiatives and carries out special projects of an administrative or office operations nature; may serve on interdepartmental teams for process improvement or other tasks. Answers calls, responds to general phone, email, or written inquires and maintains calendar, records, and files. Works under very general supervision. May work independently or with other workers with responsibility for completion of assigned tasks. This role is a non-supervisory position. Work methods and assignment results are typically reviewed by a more experienced professional or a manager prior to final action. Essential Duties & Responsibilities The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Provides a variety of routine and complex clerical, administrative and technical work in the administration of the Department of Corrections. Using excellent customer service skills; establishes and maintains effective working relationships with other employees, officials, and all members of the general public. Assembles background materials, prepares agendas, takes minutes and records action items for various meetings, as required. Capable of creating graphs and charts to effectively communicate statistical information from raw data bases, as requested. 

Provides administrative assistance Department of Corrections Executive Command staff, as directed. Coordinates activities with the Department of Corrections, as needed. Participates in event planning for functions, as directed. Composes, transcribes, types, and edits a variety of correspondence, reports, memoranda, forms, minutes, documents and other material requiring judgment as to content, accuracy and completeness. Assists in the tracking and monitoring of assigned projects and / or special department projects. Receives visitors and answers questions. Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Establishes and maintains administrative filing systems, including maintenance of confidential information. May assist in travel arrangement for Department of Corrections personnel. 

Proficient in designated Oracle and / or Kronos responsibilities and manages oversight of input independently ensuring timely processing and accuracy of input. Schedules routine maintenance of office equipment; assists in troubleshooting copier problems and provides copier counts to vendor on a monthly basis. Coordinates and schedules meetings and appointments for Department of Corrections

as needed. Coordinates maintenance of office supplies and printed materials. Translation skills (Spanish and English); both written and orally. Other duties as determined by business needs. 

Decision Making Selects from multiple procedures and methods to accomplish tasks; applies organizational policies.

Knowledge, Skills & Abilities 

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list. 

Skill in communicating and interacting with management, employees and members of the general public; 

Ability to read, write and speak in Spanish (bilingual) proficiently

Ability to assume responsibility for completing assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures. Intermediate proficiency with MS Office and particularly able to demonstrate a high level of proficiency with MS Excel

Excellent technical, oral and written communication skills to effectively communicate across all levels of management and employees. Providing outstanding customer satisfaction (internally and externally); Willingness and ability to multi-task in a high energy and fast paced work environment; Providing detail oriented and organized work products; Performing proactively and with flexibility; Working cooperatively and collaboratively with all levels of employees and management to maximize performance, creativity, problem solving and results. Aptitude to deal with confidential matters tactfully and with good judgment; Collaborative team player working out solutions for delivery; Analytical skills to research, report, and troubleshoot process in