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ADMINISTRATIVE PROGRAM SPECIALIST - BOOTH HALL

VOA Northern Rockies · Gillette, WY · 1 mo ago
Full-time

Summary/Objective

The Administrative Program Specialist provides administrative, compliance, and fiscal oversight for residents under the jurisdiction of the Wyoming Department of Corrections (WDOC) and the Federal Bureau of Prisons (BOP). This position ensures accurate documentation, regulatory compliance, financial accountability, reporting integrity, and facility standards.

Essential Functions

  • Ensures facility compliance with VOA, BOP, WDOC, fire, safety, health, and medication management requirements through audits, inspections, searches, and routine monitoring.
  • Ensures all documentation is complete and kept in a manner that they are audit ready.
  • Monitors resident medication audits and compliance in accordance with policy.
  • Serves as Grievance Manager for state and federal residents.
  • Serves as Departmental Hearing Officer as assigned.
  • Monitors written mail correspondence for residents.
  • Compiles and submits monthly statistical reports.
  • Prepares correspondence, reports, and administrative documentation for leadership and external agencies.
  • Documents issues and incidents and ensures reports are submitted within required timelines.
  • Attends meetings and records meeting minutes as required.
  • Codes expenditures and monitors spending against the approved monthly budget.
  • Deposits state residents' checks and cash; checks safes daily.
  • Coordinates with the Finance Department to print release, withdrawal, and COMO checks.
  • Tracks and documents COMO payments.
  • Enters billing for clinical services.
  • Conducts financial orientation with new state residents.
  • Inventories and maintains facility-wide supplies.
  • Assists with new residential admissions.
  • Prints and submits referral packets to the Executive Director daily.
  • Sends acceptance and denial letters and maintains referral tracking logs.
  • Assists in recruitment, interviewing, and hiring of Security Technicians.
  • Assists the Executive Director with performance management for staff.
  • Oversees VOA vehicle maintenance, inspections, and related reporting.
  • Leads and delivers monthly staff training.
  • Coordinates Resident transportation logistics for new DOC/BOP residents with the contractors.
  • Provides direct administrative support to the Executive Director.

Competencies

  • Effective communicator both orally and in writing; assertive when necessary.
  • Solutions and servant-based leadership.
  • Ability to deal with confrontation in a calm and positive manner.
  • Ability to work under pressure to prioritize tasks and meet tight time deadlines.
  • Ability to guide and mentor others, practice Relationship and Crisis management.
  • Continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values.

Supervisory Responsibility

This position provides no direct supervision.

Work Environment

This job operates in a professional office environment inside a Residential Living Center. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

Physical Demands

The physical demands described here are representative of those required of an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear and have close contact with residents while searching their person. This would require the ability to bend or stoop as necessary. This position requires mobility throughout the facility and working on a computer for long periods.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are generally Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand. Participates in on-call rotation as required.

Travel

Some travel is expected for this position.

Required Education, Experience or Eligibility Qualifications

  • Associate degree in business plus two years' experience in related administrative work OR
  • High School diploma or equivalent plus four years' experience in administrative-related work.
  • Proficient in Microsoft Suite.
  • Proficient in QuickBooks.

Preferred Education and Experience

  • Knowledge of adult corrections facilities/procedures.
  • Five (5) years management and/or supervisory experience.

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