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Administrative Assistant, Sr- COR Records
3 months ago
Salary:
$ $23.85
Posting expires:
8/15/24
General Description and Classification Standards
This class provides varied and advanced level administrative and support services to the Department of Corrections. Provides primary support to Department of Corrections Records Management and Mail Unit. 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 records management 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. Capable of creating graphs and charts to effectively communicate statistical information from raw data bases, as requested. Responsible for managing an organization's records from creation to disposal, ensuring legal compliance, and keeping data accurate and secure.
Duties may include:
Managing records- Creating and receiving files, segregating records, non-records, and personal papers, and designing filing systems Establishing schedules- Setting up and reviewing documenting records and classification systems, and establishing retention and disposal schedules Ensuring compliance- Complying with financial, legal, and administrative requirements and regulations Handling requests- Dealing with Open Records inquiries and requests for information, including queries from organizational leaders Writing reports- Compiling and analyzing reports and usage statistics, and writing reports and publications Managing budgets- Preparing budgets and administering electronic records management systems, and approving requests for software, supplies, and equipment Supporting others- Assisting legal staff and public disclosure officers in support of legal discovery requests. Receives visitors and answers questions. Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Establishes and maintains records filing systems, including maintenance and record retention of confidential information. 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 English 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 inefficiencies; Strong communication and customer service skills; Ability to follow direction and work independently.
Knowledge of Job Has thorough knowledge of management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities. Able to administer policies, procedures, plans and activities. Knows how to administer operations plans and objectives. Able to implement long-term goals for the department in order to promote effectiveness and efficiency. Has extensive knowledge of applicable policies, standards and regulations pertaining to the specific duties and responsibilities of the job. Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to business office and / or departmental operations and activities. Is able to effectively communicate and interact with management, employees and members of the general public. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has good organizational, management and technical skills. Able to use independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers. Is able to read, understand and interpret personnel and financial reports and related materials.
Estimated Salary: $20 to $28 per hour based on qualifications.