ADMINISTRATIVE PROGRAM SPECIALIST - BOOTH HALL

Volunteers of America Northern Rockies•Gillette, WY

9d•Onsite

About The Position

The Administrative Program Specialist provides administrative, compliance, and fiscal oversight for residents under the jurisdiction of the Wyoming Department of Corrections (WDOC) and the Federal Bureau of Prisons (BOP). This position ensures accurate documentation, regulatory compliance, financial accountability, reporting integrity, and facility standards. Each day at Volunteers of America, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence. At VOA, we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions, offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

Requirements

Associate degree in business plus two years’ experience in related administrative work OR High School diploma or equivalent plus four years' experience in administrative-related work
Proficient in Microsoft Suite
Proficient in QuickBooks

Nice To Haves

Knowledge of adult corrections facilities/procedures.
Five (5) years management and/or supervisory experience

Responsibilities

Ensures facility compliance with VOA, BOP, WDOC, fire, safety, health, and medication management requirements through audits, inspections, searches, and routine monitoring.
Ensures all documentation is complete and kept in a manner that they are audit ready.
Monitors resident medication audits and compliance in accordance with policy.
Serves as Grievance Manager for state and federal residents.
Serves as Departmental Hearing Officer as assigned.
Monitors written mail correspondence for residents.
Compiles and submits monthly statistical reports.
Prepares correspondence, reports, and administrative documentation for leadership and external agencies.
Documents issues and incidents and ensures reports are submitted within required timelines.
Attends meetings and records meeting minutes as required.
Codes expenditures and monitors spending against the approved monthly budget.
Deposits state residents’ checks and cash; checks safes daily.
Coordinates with the Finance Department to print release, withdrawal, and COMO checks.
Tracks and documents COMO payments
Enters billing for clinical services.
Conducts financial orientation with new state residents.
Inventories and maintains facility-wide supplies.
Assists with new residential admissions
Prints and submits referral packets to the Executive Director daily.
Sends acceptance and denial letters and maintains referral tracking logs.
Assists in recruitment, interviewing, and hiring of Security Technicians.
Assists the Executive Director with performance management for staff.
Oversees VOA vehicle maintenance, inspections, and related reporting.
Leads and delivers monthly staff training.
Coordinates Resident transportation logistics for new DOC/BOP residents with the contractors.
Provides direct administrative support to the Executive Director.