Senior Office Assistant - Inmate Programs

About the Role

The purpose of the position is to provide routine to moderately complex clerical support to the assigned supervisor. Employees function at journey level and are accountable for the accuracy of both routine and non-routine clerical duties. The role may involve broad secretarial support in a large operating unit or specialized duties in a smaller, focused department.

Responsibilities

• Performs a variety of routine and moderately complex secretarial functions, including data entry, typing, reports preparation, documentation review, and data gathering.
• Generates correspondence, memos, agendas, reports, forms, manuals, and other materials relevant to the assigned department.
• Maintains inmate program statistics, including spreadsheets for ORAS assessments, TCU, and URICA scores.
• Files and retrieves documents by number, alphabet, or code; assists with record-keeping and filing systems.
• Creates and maintains files for Program Housing Unit participants and archives files upon closure.
• Prepares, maintains, and updates class lists; schedules inmates for classes or adds them to program waiting lists (excluding Program Housing Unit participants).
• Distributes class lists, prepares and maintains class schedules and program rosters.
• Receives, sorts, and distributes incoming and outgoing mail.
• Coordinates with contract vendors and volunteers to manage weekly/monthly classroom schedules.
• Creates award certificates for program graduates and maintains a spreadsheet of awarded certificates.
• Schedules telephonic hearings, veteran administration screenings, and maintains calendars for Program Specialists as needed.
• Ensures inmate book carts are stocked and books are stamped per FMJS standards.
• Ensures civilian inmate clothing is stocked in accordance with departmental policy.
• Assists with specialized projects to support administrative processes, including grant report preparation and submittal.
• Resolves minor routine administrative and operational problems.
• Performs additional duties as assigned or necessary, related to the position.

Requirements

• High School Diploma or GED.
• Two (2) years of experience in clerical/secretarial support functions, or an equivalent combination of education, certification, training, and/or experience.
• Must possess and maintain a valid Driver’s License.
• Must be FCIC/NCIC certified within 60 days of hire.

Skills

• Considerable knowledge of modern office procedures, equipment, and clerical/secretarial support functions.
• Ability to plan, organize, and coordinate schedules, meetings, and travel arrangements.
• Ability to follow and supervise written and oral instructions.
• Strong verbal and written communication skills.
• Ability to establish and maintain effective working relationships with management, employees, other departments, officials, and the public.
• Knowledge of customer service principles and techniques.
• Ability to exercise good judgment, discretion, and confidentiality.
• Proficiency in business English, including correspondence formats, spelling, punctuation, and grammar.
• Ability to perform routine mathematical computations accurately and efficiently.
• Typing speed of 45 WPM.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher).
• Ability to operate basic office equipment, including computers, printers, copiers, telephone systems, and fax machines.
• Ability to read, update, and maintain records and files; knowledge of administrative support functions such as records maintenance, data analysis, and reports processing.

Physical Demands

• Light physical demand with a maximum lifting requirement of 20 pounds.
• Frequent lifting and carrying of up to 10 pounds (up to 2/3 of work time).
• Significant walking or standing if minimal lifting is involved; push/pull of arm or leg controls if mostly sitting.
• Ability to express or exchange ideas verbally and perceive sound by ear.
• Good eyesight for production and safety of self and others.
• Physical agility required for kneeling, bending, stooping, and reaching.
• Required to have clear vision at distances of 20 inches or less.