Administrative Professional 1

State of Ohio • Circleville, OH

1d

About The Position

DYS is seeking a Administrative Professional 1 to join our diverse team! This person will oversee facility functions while providing valuable mentorship, experience, and knowledge to the youth in our care. The ideal candidate will be a strong leader with a solid background and a passion to habilitate youth. Specifically, the Administrative Professional 1 will\: Provide secretarial assistance to assigned unit by performing routine administrative tasks (e.g., drafts correspondence, researches responses to inquiries, compiles data, coordinates daily workflow of office); prepares reports, schedules, spreadsheets, and documents ; proofreads and makes corrections to all prepared documents; maintains all youth files and other confidential documents as required by policy; assists in providing documentation and maintenance of American Correctional Association (ACA) files and any other audit files; maintains unit documents (e.g., Unit Plan, House Meeting Binder, and Signed Post Orders); maintains DYS approved Youth Management Systems; produces typed notes or dictation to provide memos, correspondence, and monthly reports to appropriate parties. Provides clerical support (e.g., answers telephone, responds to inquiries and/or transfers calls to appropriate staff, makes copies); screens, sorts, and routes mail and correspondence for unit; orders and maintains inventory of office/unit supplies; maintains office machines and makes arrangements for repair services as needed (e.g., copier, printers); ensures all documents are scanned to Onbase, property sheet, certificate, etc. Copies and distributes meeting minutes; attends and participates in workshops, seminars, lectures, and trainings; prepares for unit meetings (e.g., creates agenda, gathers relevant materials, sends invites, sets up meeting space, distributes pre-meeting information, records and distributes minutes, tracks actions items); performs other duties as assigned.

Requirements

• 1 yr. trg. or 1 yr. exp. in secretarial science or business office applications.
• For positions requiring technical terminology, applicants must also have 6 mos. trg. or 6 mos. exp. in relevant technical terminology.
• Or equivalent of Minimum Class Qualifications For Employment noted above Job Skills: Administrative Support/Services
• The final candidate selected for this position will be required to undergo a pre-employment drug screening and criminal background check that includes results from BCI & FBI, Public Safety, and State of Ohio Taxation.
• All new candidates hired to the Department of Youth Services must partake in paid, mandatory 4 weeks of training. Week 1 is held at CJCF, weeks 2 through 4 are held in Orient, Ohio, 10-hour training days, Monday through Thursday.

Responsibilities

• Provide secretarial assistance to assigned unit by performing routine administrative tasks (e.g., drafts correspondence, researches responses to inquiries, compiles data, coordinates daily workflow of office)
• Prepares reports, schedules, spreadsheets, and documents
• Proofreads and makes corrections to all prepared documents
• Maintains all youth files and other confidential documents as required by policy
• Assists in providing documentation and maintenance of American Correctional Association (ACA) files and any other audit files
• Maintains unit documents (e.g., Unit Plan, House Meeting Binder, and Signed Post Orders)
• Maintains DYS approved Youth Management Systems
• Produces typed notes or dictation to provide memos, correspondence, and monthly reports to appropriate parties
• Provides clerical support (e.g., answers telephone, responds to inquiries and/or transfers calls to appropriate staff, makes copies)
• Screens, sorts, and routes mail and correspondence for unit
• Orders and maintains inventory of office/unit supplies
• Maintains office machines and makes arrangements for repair services as needed (e.g., copier, printers)
• Ensures all documents are scanned to Onbase, property sheet, certificate, etc.
• Copies and distributes meeting minutes
• Attends and participates in workshops, seminars, lectures, and trainings
• Prepares for unit meetings (e.g., creates agenda, gathers relevant materials, sends invites, sets up meeting space, distributes pre-meeting information, records and distributes minutes, tracks actions items)
• Performs other duties as assigned

Benefits

• DYS is a "qualifying employer" for the purposes of the federal Public Service Loan Forgiveness (PSLF) program.
• At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees.
• Medical Coverage
• Free Dental, Vision and Basic Life Insurance premiums after completion of eligibility period
• Paid time off, including vacation, personal, sick leave and 11 paid holidays per year
• Childbirth, Adoption, and Foster Care leave
• Education and Development Opportunities (Employee Development Funds, Public Service Loan Forgiveness, and more)
• Public Retirement Systems ( such as OPERS, STRS, SERS, and HPRS ) & Optional Deferred Compensation ( Ohio Deferred Compensation )

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 101-250 employees