Description :
Administrative Specialist 3
Working Title: Unit Secretary
(Class Code:AD03-13765)
CLOSING DATE: 04/25/2008 FULL HIRING RANGE: $1995.00 - $2775.00 Per Month
AGENCY HIRING RANGE: $1,995.00 - $2,027.71 Per Month
DEPARTMENT: Department of Corrections, Prisons, Wyoming State Penitentiary
LOCATION: Rawlins
GENERAL DESCRIPTION OF WORK: Serves as support for administrative staff; processes, logs and tracks inmate grievances, ensuring grievance procedures are followed; maintains log and manual of operational procedures and posts orders; processes visitation applications and performs NCIC background checks; provides correspondence for administrative staff; schedules visits, telephone hearings, depositions, etc.; maintains accurate system; provides documentation for Department of Justice (DOJ) and lawsuits; provides monthly operational reports; maintains and ensures daily receipt of shift commander logs and rosters; prioritizes, multi-tasks and works closely with other departments, while maintaining good working relations and meeting deadlines; responsibilities change daily with requirements of Wyoming Department of Corrections (WDOC) Central Office and development of Wyoming State Penitentiary.
ESSENTIAL FUNCTIONS: Processes, logs, tracks, researches and ensures formal grievances for inmates; logs, corrects, reformats and maintains operational procedures and posts orders; processes inmate visitations, schedules special visits, attorney visits, depositions, court ordered visits, phone calls, telephone hearings and notifies appropriate staff for check-ins and appropriate security staff; performs various secretarial tasks, such as charts, memos, letters and other documents for administrative staff; responsible for notes and dictation from meetings; companies tours for dictation and records questions and answers; maintains scrapbook and logs of all new and/or media documents; answers kites for inmate population, processing requests for inmate to inmate correspondence; reviews critical incident reports for completeness, logging and assigning case numbers; maintains an accurate filing system and forwards documents to the Central Office; receives incoming information on lawsuits; reviews, files and forwards appropriate information to the Central Office; copies and forwards ACC packets to appropriate destinations and staff members for logging and tracking; answers phone calls and takes messages; responds to voice mail and e-mail; creates manuals for various projects and/or departments; ensures DOJ compliance; receives and tracks report forms; maintains an accurate filing system to meet daily, weekly and monthly deadlines; gathers information and documents needed for lawsuits; schedules depositions then copies and forwards appropriate information; works closely with Attorney General's Office.
KNOWLEDGE AND SKILLS: Knowledge of filing systems and tracking reports and other documents; knowledge of word processing and data operations; knowledge of operational procedures, post orders, organizational structure, policies and procedures; knowledge of the Mission of WDOC; knowledge of facility operations, disciplinary process, inmate rules and regulations; knowledge of inmate grievance procedures, visitation process and visiting regulations. Skill in typing and use of a personal computer; skill in oral and written communications; skill in grammar and spelling; skill in interpersonal relations; skill in phone etiquette; skill in organization; skill in typing; skill in filing; skill in work organization; skill in confidentiality; skill in the ability to multi-task and prioritize work.
MINIMUM QUALIFICATIONS: Any combination of training and experience equivalent to a high school diploma,PLUS two years of work experience in office records and communication.
Candidates will be required to submit to urinalysis testing to screen for illegal drug use prior to appointment; knowledge and skill requirements specific to the State of Wyoming and DOC may be learned on the job; must be authorized to work in the U.S. without sponsorship; must successfully pass criminal history investigation
APPLICATIONS: For more information or to apply online go to http://statejobs.state.wy.us/JobSearchDetail.aspx?ID=13765 or submit a State of Wyoming Employment Application to the Human Resource Division, Emerson Building, 2001 Capitol Avenue, Cheyenne, WY 82002-0060, Phone: (307)777-7188, Fax: (307)777-6562, along with transcripts of any relevant course work.
The State of Wyoming is an Equal Opportunity Employer and actively supports the ADA and reasonably accommodates qualified applicants with disabilities. No notice of eligibility will be sent to applicants who meet the minimum qualifications.
DATE RELEASED: 04/11/2008