Senior Office Assistant - Inmate Programs

NOTE TO INTERNAL APPLICANTS: INTERNAL CANDIDATES IN THE SAME CLASSIFICATION AND/OR PAYGRADE AS THE POSITION POSTED WILL NOT RECEIVE A PAY ADJUSTMENT IF SELECTED.

Under general supervision, the purpose of the position is to provide routine to moderately complex clerical support to the assigned supervisor.  Employees in this classification function at journey level and are accountable for the accuracy of both routine and non-routine clerical support duties performed as dictated by the nature of department.  Position may be assigned to a large operating unit and perform a broad array of routine secretarial support functions, or assignment may be to a smaller specialized unit wherein incumbents perform specialized duties in supporting department objectives.The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Performs a variety of routine and moderately complex secretarial functions, e.g., data entry, typing, reports preparation and processing, documentation review; gathers, and prepares data as directed; provides information to supervisor. 
• Generates various routine and moderately complex correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department; Maintain all Inmate Program statistics; Maintains spreadsheet for ORAS assessments, TCU, and URICA scores.
• Files or retrieves from file materials and documents by the number, alphabet, or code; assists with record keeping duties and filing systems relevant materials appropriate to assigned unit; Creates and maintains files for all Program Housing Unit participants, archives file upon closure. 
• Prepares, maintains, and updates class lists; places inmates in class or adds them to program waiting list, with the exception of Program Housing Unit participants; distributes class lists appropriately; prepare and maintain class schedules and program rosters. 
• Receives, sorts, and distributes all incoming and outgoing mail; 
• Communicates and coordinates with contract vendors and volunteers to manage a weekly/monthly classroom schedule.
• Creates award certificates for program graduates; maintains spreadsheet of awarded certificates.
• Schedules telephonic hearings, veteran administration screenings, and maintains calendars for Program Specialists, when necessary. 
• Ensures inmate book carts are stocked and books are stamped as required per FMJS standards; Ensures civilian inmate clothing is stocked in accordance with departmental policy. 
• Assists with specialized projects to support administrative processes of the department; Assists in the preparation and submittal of grant reports, as directed.  
• Assists with the resolution of minor routine administrative and operational problems.

• Performs duties as assigned/necessary which are related, or logical in assignment to the position.

Education: High School Diploma or GED.

Experience: Supplemented by two (2) years experience in clerical/secretarial support functions; or an equivalent combination of education, certification, training and/or experience.

Miscellaneous: Must possess and maintain a valid Driver’s License. Must be FCIC/NCIC certified within 60 days.

• Considerable knowledge of modern office procedures and equipment; considerable knowledge of clerical and secretarial support functions. 
• Ability to plan, organize, and coordinate schedules, meetings and travel arrangements.
• Ability to understand, follow and supervise written and oral instructions.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relations with management, employees, other departments, officials and the general public; knowledge of the principles and techniques of customer service skills.
• Ability to use good judgment, discretion and confidentiality in the performance of duties.
• Knowledge of business English, e.g., correspondence formats, spelling, punctuation and grammar.
• Ability to perform routine mathematical computations and tabulations accurately and efficiently.
• Ability to type 45 WPM.
• Ability to access, operate and maintain various software applications. 
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Publisher
• Ability to operate basic office equipment e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.
• Ability to read, update and maintain various records and files; knowledge of administrative support functions, e.g., records maintenance, data analysis, reports processing, documentation proofing.

Physical Demand Requirements: 

• Physical Demand: Light
• 20 pounds maximum lifting.
• Frequent (up to 2/3 of the work time) lifting, carrying up to 10 lbs.
• If less lifting involved will require significant walking/standing.
• If mostly sitting is involved will require push/pull on arm or leg controls.
• Expressing or exchanging ideas by spoken word or perceiving sound by ear.
• Good eyesight for production or safety of self and others.
• Physical agility is required in kneeling, bending, stooping, and reaching.
• Required to have clear vision at distances of 20 inches or less.