Administrative Specialist
4 weeks ago
We are seeking a highly organized and dependable individual to join our team as a Dispatch Specialist. In this vital role, you will provide essential administrative support to our MacLaren Staffing, Dispatch, and Intake Office. Your primary responsibilities will include developing a scheduling template, maintaining and coordinating daily schedules for all direct care staff and support services, and serving as the central hub for campus operations. You will manage the entry and confirmation of all OYA warrants in the Law Enforcement Data System/National Crime Information Center (LEDS/NCIC) databases and support the intake process for new commits and parole violators.
Key Responsibilities
- Coordinate with the scheduling manager to determine minimum staffing needs, and point of contact for scheduling-related needs and concerns for MacLaren Youth Correctional Facility.
- Create staff schedules for all staff in the electronic scheduling system.
- Gather, track, and organize spreadsheets related to staffing needs, sick calls, overtime, and mandates.
- Answer the sick call line, document all sick calls, and send notification to MacLaren managers.
- Allocate available resources to address staffing needs, following the approved process for resource allocation.
- Operate facility security radio and serve as a base station for campus operations personnel.
- Assist campus operations in communication with facility and outside services during emergencies.
- Responsible for all OYA warrants and detainers in the LEDS/NCIC databases of youth on runaway or escape status or who are in need of detainment due to community safety issues.
- Responsible for running background/LEDS checks on all Request to Visit (YA4006) forms received by potential visitors.
- Two years of secretarial or basic administrative support experience that includes records processing, generating documents, and gathering and sorting data; OR
- An associate degree in general office occupations and one year of experience with records processing, generating documents, and gathering and sorting data; OR
- An equivalent combination of education and experience.
- Experience answering questions in a friendly manner and providing information to the general public.
- Dependability and a strong work ethic.
- Ability to adjust to shifting priorities and emerging issues.
- Excellent written and oral communications skills, as assessed in your application materials and interview.
- Excellent problem-solving skills.
- MacLaren YCF is a tobacco-free environment.
- This position will involve daily face-to-face contact with adjudicated and convicted youth. These youth may engage in verbally and physically aggressive or assaultive behavior.
- Deals with verbal abuse from visitors by phone or face-to-face.
- Facilities require 24-hour a day/7-day per week staffing. Weekend/holiday work may be required.
- Periodic or frequent mandatory overtime may be required with minimal notice.
- Staff is expected to work during inclement weather.
- Must be able to sit, stand, lift up to 25lbs.
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