Administrative Specialist

Pay Grade 12 | Salary $38,093.28 annually | Full-time (40 hours/week) | Eligible for overtime pay

About the role

Creating a better, safer Kentucky. The Department of Corrections, Division of Probation and Parole, is hiring an Administrative Specialist to support district and/or field offices within specific geographic areas. This operational role reports to the District Supervisor and/or Assistant Supervisors.

Responsibilities

• Draft or prepare correspondence, detailed forms, reports, or other materials.
• Make decisions based on defined rules, regulations, methods, or procedures for document processing and communicate these decisions to others.
• Answer inquiries and provide detailed information on office matters in person, by telephone, and/or email.
• Check, maintain, or prepare records such as financial documents, time or attendance, travel vouchers, or related documents.
• Ensure the office has needed supplies and order supplies with supervisor approval.
• Assist supervisors with maintaining documentation for accreditation.
• Answer incoming phone calls and greet visitors to the office.
• Process and disseminate incoming mail and ensure outgoing mail is processed daily.
• Maintain a database of forms and ensure printed documents are available for offender and staff use.

Preferred Skills

• Ability to work independently and with limited supervision.
• Strong written and oral communication skills.
• Ability to multitask and prioritize multiple assignments.
• Familiarity with Excel and Outlook.
• Positive and helpful attitude to support the district and division.
• Ability to adapt to the ever-changing needs of the Department and Division.

Requirements

Education: Bachelor’s degree from a college or university.

Experience: One year of professional, administrative, or business experience.

• Additional education may substitute for required experience on a year-for-year basis.
• Additional administrative, business, research, and/or clerical experience may substitute for required education on a year-for-year basis.

Working Conditions

This role primarily performs duties in an office setting.

Probationary Period

This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.