Job Description
Under the direction of the Superintendent, the Receptionist/Admin Secretary is responsible for answering, screening, and directing incoming calls, visitors, and deliveries; prepares routine, sensitive, and confidential correspondence and/or data entry (i.e., documents requiring use and understanding of technical language and applications); performs specialized clerical tasks for the Superintendent, Deputy and other staff as assigned.
Duties
Receives, greets, registers, and screens visitors and the general public in a pleasant, professional manner
Answers, screens, and directs incoming calls and deliveries
Prepares and distributes correspondence and/or data entry, faxes, copies, and prepares certified mail for delivery
Prepares records, reports, documents, and files as required
Performs filing and typing of a routine and confidential nature
Maintains and orders appropriate inventory of office supplies
Sends and receives outgoing and incoming mail
Schedules appointments, interviews, and prepares for meetings e.g. Board meetings (quarterly) notices to members, follow-up to assure quorums, attend and transcribe dictation and meeting minutes, assure attendance logs signed, et. al. as required
Maintains Administrative calendar of special visitors, tours, meetings, conference room schedule
Maintains confidential files, updates policy and procedure manuals as required
Assists management in preparation for Federal, State, or Local review and/or audits
Performs administrative tasks and provides additional clerical support as needed for management
Coordinates daily processes between the Juvenile Courts and Detention residents who have hearings
Maintains and distributes daily confidential census reports
Maintains youth visitation documents; schedules and coordinates youth visitation
Monitors and distributes youth mail{incoming/outgoing)
Maintains all Policy and Procedure manuals and updates same as required
Responsible for assisting with entering completed youth grievance documents in data base
Assists in coordinating and monitoring American Correctional Association (ACA) compliance standards and Ohio Department of Youth Services (ODYS) compliance standards
Maintains professional appearance and dress at all times
Performs other duties as assigned in a timely and accurate manner
Qualifications
Completion of an Associates Degree in General Business or other related field preferred and a minimum of six months relevant clerical experience; or one (1) year of relevant clerical experience; or any combination of education, training, and experience as determined by the Superintendent
Must possess a valid Ohio Driver License
Must successfully pass required background check
Must successfully pass required drug and alcohol screening upon employment
Certified in First Aid and Cardiopulmonary Resuscitation (CPR) (upon employment)
Supplemental Information
INHERENTLY HAZARDOUS OR PHYSICALLY DEMANDING WORKING CONDITIONS:
May be required to drive in adverse weather conditions; must be able to lift or move objects weighing up to 25 pounds; may be exposed to violent youths or youths under the influence of alcohol and/or drugs; may be exposed to blood or other bodily fluids; may be required to restrain violent detention residents; may be exposed to contagious or communicable diseases.
This position description in no manner states or implies that these are the only duties and responsibilities to be performed by the position incumbent.
