Administrative Secretary

Do you have exceptional administrative support skills and are you looking for an exciting, new and challenging opportunity?  If so, look no further! Adult Probation and Parole Northern Utah Region, is looking for an Administrative Secretary to provide administrative support to management and staff at the Northern Utah Community Correctional Center.
*Note: This is a Schedule AX Career Service Exempt position.

Job Description
This job requires a broad knowledge of multiple law enforcement, criminal and legal information,  programs and related processes, procedures, policies and goals that enable staff to facilitate the work. You will also work with criminal information. May be required to resolve procedural difficulties and interpret regulations and policies which are pertinent to the scope of the office.

This position will provide support and supervision over a team of Office Specialist II positions, who support the work of correctional officers, supervisors and center residents related functions.

Principal Duties
As the Administrative Secretary you will be responsible for the following:

• Provide Administrative support to management and staff as well as act as a liaison between the office and other functional units of the region.
• Maintains accurate records.
• Will lead, supervise staff and perform yearly evaluations.
• Works closely with the Courts and Board of Pardons and Parole.
• Works closely with other Regions to resolve issues.
• Alternate BCI TAC for the Northern Utah Community Correctional Center.
• Track reports sent to the Court.
• Provide back up support to office.
• Originate correspondence.
• Training new employees.
• Follow State statute, rules, and regulations.

• Data entry experience.
• Detailed Oriented.
• Work independently with little or no supervision.
• Have experience in and be familiar with basic accounting principles

• Are currently employed with the Utah Department of Corrections.
• Has experience working in the SONAR/Offender Watch, ICOTS, BCI computer program, and Courts exchange..

• Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
• Coordinates and/or acts as a liaison between agency or work unit and other agencies, work units, organizations, suppliers, etc.
• Provides assistance to staff and public.
• Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
• Writes or drafts correspondence, reports, documents and/or other written materials.
• Retrieves data found in databases to generate requested reports and responds to audits.
• Ensures operation manual is accurate and up-to-date
• Lead or functionally supervise staff; delegate work assignments, monitor/review quality of work, schedule staff, provide technical assistance or training, and/or provide input on performance appraisal, hiring and discipline.
• Performs other duties as assigned

(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

• principles, practices and procedures of an office environment
• plan, organize and prioritize time and workload in order to accomplish tasks and meet deadlines
• coordinate the activities or tasks of people, groups and/or organization(s)
• applicable laws, rules, regulations and/or policies and procedures
• speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
• communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
• grammar, spelling and punctuation
• organize information in a clear and concise manner
• compile, code, categorize, calculate, tabulate, audit, verify, or process information or data
• use computer word processing software; automated software applications; State or agency-specific software application program(s);and computer relational database software
• review and/or edit documents for accuracy and completeness
• identify developmental needs of others and coach, mentor, or otherwise help others to improve their knowledge, skills and abilities
• establish, organize and/or maintain files
• deal with people in a manner which shows sensitivity, tact, and professionalism
• find, gather and collect information or data
• communicate fluently in English
• monitor or track information or data
• research methods, techniques, and/or sources of information

• Hiring officials may identify additional related skills and requirements as preferences in making hiring and promotional decision. Only the most qualified applicants will be asked to attend an oral interview. 
• APPLICANTS MUST ANSWER ALL QUESTIONS, COMPLETE A RESUME, AND SUBMIT THE APPLICATION IN ORDER TO BE CONSIDERED FOR THE POSITION. FAILURE TO DO SO WILL DISQUALIFY YOU FOR THE POSITION.
• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.

Salary : $20