Administrative Secretary

JOB

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.

EXAMPLE OF DUTIES

Receives, greets, registers, and screens visitors and the general public in a pleasant, professional mannerAnswers, screens, and directs incoming calls and deliveriesPrepares and distributes correspondence and/or data entry, faxes, copies, and prepares certified mail for deliveryPrepares records, reports, documents, and files as requiredPerforms filing and typing of a routine and confidential natureMaintains and orders appropriate inventory of office suppliesSends and receives outgoing and incoming mailSchedules 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 requiredMaintains Administrative calendar of special visitors, tours, meetings, conference room scheduleMaintains confidential files, updates policy and procedure manuals as requiredAssists management in preparation for Federal, State, or Local review and/or auditsPerforms administrative tasks and provides additional clerical support as needed for managementCoordinates daily processes between the Juvenile Courts and Detention residents who have hearingsMaintains and distributes daily confidential census reportsMaintains youth visitation documents; schedules and coordinates youth visitationMonitors and distributes youth mail{incoming/outgoing)Maintains all Policy and Procedure manuals and updates same as requiredResponsible for assisting with entering completed youth grievance documents in data baseAssists in coordinating and monitoring American Correctional Association (ACA) compliance standards and Ohio Department of Youth Services (ODYS) compliance standardsMaintains professional appearance and dress at all timesPerforms other duties as assigned in a timely and accurate manner

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.

Salary : $30,000 - $50,000