Administrative Assistant I

ESSENTIAL FUNCTIONS OF JOB:

1. Works in concert with the Litigation & Policy Coordinator, the Executive Assistant, and other administrative staff to ensure smooth functioning of operations of Administrative Office.
2. Types letters, forms, reports, contracts, affidavits, transmittals, memoranda, and other official documents from copy, rough draft, or dictated record.
3. Assembles, types, proofs, copies, dispatches, and files department documents in a timely manner.
4. Maintains confidentiality of records and documents.
5. Exercises limited independent judgment in composing, typing, and dispatching specified official correspondence.
6. Schedules interviews, appointments, meetings, etc. for Chief Deputy Warden and others as necessary.
7. Reviews and processes all incoming Security and Operations paperwork.
8. Maintains daily/weekly/monthly calendars for the Administrative Office.
9. Organizes and maintains (alphabetically, numerically, and chronologically) automated and manual files.
10. Answers phones and routes calls and/or takes and distributes messages; receives and routes department correspondence; greets and directs visitors in accordance with established protocols.
11. Monitors operation of standard business machines, to include personal computer, scanner, copier, calculator, fax machine, and telephone system; reports malfunctions to proper authority.
12. Supervises inmate workers assigned to perform cleaning and related tasks in the Administrative Office.
13. Oversees uniform distribution and inventory management system consistent with union contractual provisions and relevant policy.
14. Submits monthly reports to the Department of Corrections on behalf of the facility after initial review by Chief Deputy Warden.
15. Maintains various statistical data and logs confidential reports for routing to the appropriate party.
16. Maintains inventory of office supplies, ordering replenishments when necessary.
17. Performs related tasks, as necessary or as assigned.
18. Responsible for the maintaining and dispersing the employee uniforms.
19. Interacts with staff, other departments, and general public on department related matters.

 

OTHER DUTIES OF JOB:

1. Attends meetings, seminars and training as required.
2. Performs other job-related duties as required.
3. Assists other employees in the Administration Office as required.
4. Will have to work outside on some occasions.

 

 

SUPERVISION RECEIVED:

1. Receives instruction and direct supervision from the Chief Deputy Warden of Security.
2. Receives additional supervision and training regarding workflow and assignments from the Litigation & Policy Coordinator.

 

SUPERVISION GIVEN:

1. None

 

WORKING CONDITIONS:

1. Works indoors in limited workspace with fluctuating temperatures and ventilation.
2. Works indoors with frequent exposure to noise, disruptions, and stress.
3. Normal indoor exposure to dust/dirt.

 

PHYSICAL/MENTAL CONDITIONS:

1. Must possess ability to record, convey and present information, explain procedures, and follow instructions.
2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, bending, twisting, reaching, stooping, and grasping as necessary to carry out job duties.
3. Dexterity requirements range from simple to coordinated movements of fingers/hands, feet/legs, and torso necessary to carry out job duties.
4. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of ten pounds.
5. Must be able to cope with the physical and mental stress of the position.
6. Must be able to pay close attention to details and concentrate on work.
7. Must demonstrate resourcefulness in decision making and problem solving.

 

QUALIFICATIONS

A. EDUCATION/TRAINING:

1. Graduation from high school or an accredited equivalency program, with coursework in business English, secretarial science, and/or clerical studies.
2. It is expected that the successful candidate will attain, within one (1) calendar year of appointment, certification in first-aid, automated external defibrillator use, and cardiopulmonary resuscitation and will maintain such certification for the duration of her/her employment.  The successful candidate will satisfactorily complete all training necessary for employment in a Prison setting.

 

B. WORK EXPERIENCE:

1. Three (3) years’