Administrative Assistant III - Inmate Records

JOB SUMMARY Performs complex administrative support work.

Work involves providing administrative support including disseminating information; assisting with maintaining filing systems; and preparing and editing reports and documents.

Works under general supervision with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL FUNCTIONS A.

Coordinates inmate records work activities and priorities; ensures compliance with agency policies, procedures, rules, and regulations; and coordinates and maintains office work schedules.

B.

Reviews, edits, and posts information to agency records; maintains and coordinates the maintenance of inmate records requests to include processing, verifying, and routing documentation; and compiles, tabulates, and enters statistical data.

C.

Reviews correspondence, reports, records, and other related documents to ensure completion and accuracy; edits and reconciles discrepancies; answers inquiries regarding policies and procedures; and responds to requests for information.

D.

Supervises the work of others; and provides training in the program area.

* Performs a variety of marginal duties not listed, to be determined and assigned as needed MINIMUM QUALIFICATIONS A.

Education, Experience, and Training * Graduation from an accredited senior high school or equivalent or GED.

* Two years full-time, wage-earning customer service, clerical, secretarial, administrative support, or technical program support experience.

Fifteen semester hours from a college or university accredited by an organization recognized by the Council for Higher Education Accreditation (CHEA) or by the United States Department of Education (USDE) may be substituted for each six months of experience.

* Computer operations experience preferred.

B.

Knowledge and Skills * Knowledge of office practices and procedures.

* Knowledge of records administration and records maintenance techniques and procedures.

* Knowledge of agency and departmental organizational structure, policies, procedures, rules, and regulations preferred.

* Skill to communicate ideas and instructions clearly and concisely.

* Skill to coordinate with other staff, departments, officials, agencies, organizations, and the public.

* Skill to interpret and apply rules, regulations, policies, and procedures.

* Skill in problem-solving techniques.

* Skill in the use of computers and related equipment in a stand-alone or local area network environment.

* Skill to prepare and maintain accurate records, files, and reports.

* Skill to train and supervise others.

* Skill to type 45 words per minute (with no more than 10 errors) preferred.

ADDITIONAL REQUIREMENTS WITH OR WITHOUT REASONABLE ACCOMMODATION A.

Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, climb stairs, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift and carry under 15 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.

B.

Conditions include working inside, working around machines with moving parts and moving objects, radiant and electrical energy, working closely with others, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.

C.

Equipment (machines, tools, devices) used in performing only the essential functions include computer and related equipment, calculator, copier, fax machine, telephone, dolly, and automobile