Ohio
What You’ll Do:
This position provides administrative support and performs non‑routine, complex administrative tasks assigned by and on behalf of the Warden.
Independently makes decisions and judgments involving non‑legal interpretation of policies and procedures and takes appropriate action.
Responds to communication from inmate families and the general public.
Opens inmate correspondence, researches, and drafts responses for Warden signature.
Reviews various reports for the Warden, checking for completeness and accuracy of information and compliance with procedures including fiscal, EEO, training, and monthly inspector reports.
Coordinates and notifies staff of inmate transfers in and out of the institution and composes and types reports for the 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 the 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 online 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 the database.
Performs secretarial and routine tasks for the Warden.
Maintains the 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.
30 months experience or 30 months training in secretarial/administrative professional field.
Or completion of associate core coursework in secretarial science or business office applications from an accredited career school or community college; 12 months experience in secretarial/administrative professional field.
Or 12 months experience 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.
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This position provides administrative support and performs non‑routine, complex administrative tasks assigned by and on behalf of the Warden.
Independently makes decisions and judgments involving non‑legal interpretation of policies and procedures and takes appropriate action.
Responds to communication from inmate families and the general public.
Opens inmate correspondence, researches, and drafts responses for Warden signature.
Reviews various reports for the Warden, checking for completeness and accuracy of information and compliance with procedures including fiscal, EEO, training, and monthly inspector reports.
Coordinates and notifies staff of inmate transfers in and out of the institution and composes and types reports for the 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 the 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 online 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 the database.
Performs secretarial and routine tasks for the Warden.
Maintains the 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.
30 months experience or 30 months training in secretarial/administrative professional field.
Or completion of associate core coursework in secretarial science or business office applications from an accredited career school or community college; 12 months experience in secretarial/administrative professional field.
Or 12 months experience 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.
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