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State of Ohio · 1 day ago

Administrative Professional 4 - 20035018

Toledo Correctional Institute2001 East Central Avenue

Full-time

Onsite

Entry, Mid Level

1+ years exp

The Ohio Department of Rehabilitation and Correction is dedicated to reducing recidivism and promoting positive change among individuals. The Administrative Professional 4 will provide complex administrative support to the Warden, making independent decisions, coordinating communications, and managing various reports and meetings.

GovernmentOffice Administration

Responsibilities

This position provides administrative support and performs non-routine, complex administrative tasks assigned by and on behalf of the Warden

Independently makes decisions and judgements involving non-legal interpretation of policies and procedures and takes appropriate action

Responds to communication from inmate families and general public

Opens inmate correspondence and research and drafts response for Warden signature

Reviews various reports for Warden by checking for completeness and accuracy of information and compliance with procedures including fiscal, EEO, training and inspector monthly reports

Coordinates and notifies staff of inmate transfers in and out of institution and composes and types reports for Warden (e.g., inmate deaths, funeral trips, bedside visits, deportation hearings, transfers and admissions to hospital)

Screens and assists in interviewing applicants for clerical positions

Represents Warden on various institutional committees

Organizes and coordinates department head meetings and meetings and conferences with outside agencies

Communicates policies, procedures, rules and directives to staff and assures that all staff receive and review communications

Gathers facts and information to produce the monthly on-line Significant Incident Summary report and the Health Care Outcome Monthly Tally report for BIASC

Enters daily confidential incident reports that occur within the institution into database

Performs secretarial and routine tasks for the warden

Maintains warden’s calendar (e.g., schedules meetings, appointments and interviews)

Logs meetings and other events on the warden’s calendar

Takes and transcribes meeting minutes and minutes of other events as directed by the Warden

Screens all incoming telephone calls

Acts as liaison between the Warden, other government agencies, the general public, other institutions and/or the Office of Prisons

Answers and/or refers to appropriate staff sensitive telephone calls regarding inmates or employees

Completes various reports (e.g., Weekly Status Report, monthly Correctional Institution Inspection Committee Report, Quarterly Report)

Coordinates all legal and certified mail for the warden’s office

Coordinates legal representation for the warden for Habeas Corpus Lawsuits

Logs, distributes and/or routes all incoming mail and reports

Directs visitors scheduled to meet with the Executive Staff

Reviews supply inventory and orders for the warden when necessary

Requests new equipment as necessary

Maintains the Warden’s filing system by adding new information and discarding obsolete information

Follows the ODRC record retention schedules and disposes of or transfers records in accordance with this schedule

Performs other duties as assigned

Qualification

Administrative Support/ServicesComputer LiteracyOrganizingPlanningAttention to DetailConfidentialityTime Management

Required

30 mos. exp. or 30 mos. trg. in secretarial/administrative professional field

Or completion of associate core coursework in secretarial science or business office applications from accredited career school or community college; 12 mos. exp. in secretarial/administrative professional field

Or 12 mos. exp. as Administrative Professional 2,16872

Or equivalent of Minimum Class Qualifications For Employment noted above

Job Skills: Administrative Support/Services, Computer Literacy, Attention to Detail, Organizing and Planning, Confidentiality, Time Management