ADMINISTRATIVE OFFICER

Department / Division: CORRECTIONS / ADMINISTRATION

FLSA STATUS: Non-exempt
CLASSIFICATION: Personnel System
PAY GRADE: 14

Purpose of Job

The purpose of this job is to manage the main office and provide clerical and administrative support to the Athens -Clarke County Corrections Department. Duties and responsibilities include, but are not limited to, maintaining inmate records and correspondence, preparing reports, typing correspondence, preparing payroll, and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Greets visitors, ascertain nature of business, assists andor directs to appropriate personnel. Makes appointments for Athens-Clarke County Correctional Institution staff and inmates. Answers the telephone following prescribed methods responds to questions forwards to appropriate persons or departments takes and forwards messages monitors the two-way radio and distributes messages. Assists internal and external auditors with account information for audits. Prepares monthly reports and monitors Georgia Department of Corrections Intranet system for updates. Operates and monitors copier. Collects and distributes mail. Notarize official documents. When Assigned to Inmate Matters: Performs financial functions including all monies, bank deposits, payments, inmate trust funds, inmate commissary funds and the accounts payable and receivable bookkeeping. Process inmate commissary orders maintain product list by recommending for approval items to be removed or added. Maintains all inmate confidential files. Maintains Georgia Department of Corrections Inmate Bed Management System which includes departing and arriving inmates Court Production Orders. Prepare and submit daily Sundown Count. Prepares files and documentation for processing new and departing inmates. Orders release packages for inmates. Maintain and assist staff with Georgia Department of Corrections Standard Operating Polices. Process Inmate Disciplinary Reports and Appeals and DNA samples. When Assigned to Administrative Matters: Prepares, edits, copies andor type correspondence, memoranda, reports or related materials assists staff with developing and implementing administrative procedures and practices assist with other projects and events as necessary. Assists the Warden with preparation for meetings and attend local or state meetings per his request. Assists with the development of the Departments budget, completing appropriate forms, attending budget meeting, compiling cost figures, etc. prepares, maintains accurate record of and monitors department revenues, expenditures, billings, deposits makes necessary line item transfers serve as fixed asset coordinator for department and prepare reimbursement requests. Processes all new hire paperwork for Athens-Clarke County Unified Government Human Resources Department, including all applications, forms, tax forms, personnel actions, bi-weekly payroll, etc. Orientates all new employees and maintains signed forms and assigns starting date of employment. Administers and monitors the processing of all personnel actions (i.e. pay increases, transfers, promotions, new hourly rates for different work hours, etc.). Oversees performance evaluation process within the department to ensure timely submittal and maintenance of files. Coordinates and administers the hiring process which includes scheduling Review Boards and serving on interview panel. Prepares and monitors proper procedures for submitting disciplinary actions prepares all pertinent information such as letters, appropriate forms, etc. Serves as liaison between Georgia Peace Officer Standard and Training Council (P.O.S.T.) and Athens-Clarke County Corrections (ACCC) to ensure guidelines are followed and assists P.O.S.T. representative with audits of ACCC personnel files and data. Prepares and submits employee P.O.S.T. certification packages. Reviews and maintains department incident and investigative reports as required by Georgia Department of Corrections. Acts as Inmate Grievance Coordinator and backup Counselor which include processing Inmate Security Reviews, transfer requests and entering inmate completion program data. Serve as Point of Contact (POC) for Georgia Department of Corrections Sex Offender Management System. Inventories, assesses need for and orders materials or equipment coordinates, processes, reviews, submits and verifies bids, purchases orders, invoices and authorization for payment. Enter all requisitions. Assists in computer training for staff to include training new employees and updating current employees on new software or hardware. Contacts the Computer Information Services Department and Georgia Department of Corrections regarding computer needs and notifies them when problems arise with equipment or software. Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences for appropriate staff, the government or the public maintains calendar of events makes travel and accommodation arrangements if necessary prepares and processes travel reimbursements and other related documents. Maintains files and employee leave status records and work records for the Athens-Clarke County Correctional Institution. Performs other related duties as required.

Knowledge, Skills and Abilities

Has considerable knowledge of the policies, procedures, and activities of the Corrections Department as they pertain to the performance of duties relating to the position of Administrative Officer. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgment in routine and non-routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend and apply the regulations and procedures of the department. Has a good working knowledge of financial reports, bank statements, spreadsheets, purchase orders and personnel documents and procedures and methods as required in the performance of duties. Requires the knowledge of word processing, database, and spreadsheet software. Must possess sufficient skills to deliver tasks associated with position, such as knowledge of modern office procedures, usage of personal computer and other commonly accepted office machines, skill in use of correct grammar and skill in dealing with the public. Must be able to read, write and perform mathematical calculations.

Minimum Training and Experience Required to Perform Essential Job Functions

High School Diploma is required, Associates Degree in Secretarial Science or related field of study preferred with three years of secretarial, administrative or related experience required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must possess sufficient experience or training to understand the basic principles relevant to the major duties of the position. Must be able to receive a certificate of Appointment of Notary Public.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including a personal computer, adding machine, typewriter and Unicom radio. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, andor up to ten pounds of force frequently. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION:

Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving receiving assignments andor directions.

LANGUAGE ABILITY:

Requires ability to read a variety of reports, forms and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare reports, statements, payroll sheets, purchase orders and spreadsheets using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgement in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including aviation and accounting terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide utilize and determine percentages interpret graphs compute discount, interest, profit and loss, ratio and proportion perform statistical calculations which include frequency distributions, reliability and validity of tests, correlation techniques, factor analysis and econometrics. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with automated office machines.

MOTOR COORDINATION:

May require the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a personal computer, adding machine, typewriter and Unicom radio. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone, two-way radio.

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