Administrative Secretary - AP&P Farmington

State of Utah•Farmington, UT

11d•Onsite

About The Position

Adult Probation and Parole is looking for an Administrative Secretary to provide administrative support to management and staff at its Farmington office. Adult Probation and Parole is a law enforcement agency that supervises and prepares investigation reports for people involved in and convicted of criminal behavior. This job requires a broad knowledge of multiple law enforcement, criminal and legal information programs and related processes, procedures, policies and goals that enable staff to facilitate the work. You will also work with criminal information. May be required to resolve procedural difficulties and interpret regulations and policies which are pertinent to the scope of the office. This position will provide support and supervision over a team of Office Specialist II positions, who support the work of investigators, field agents, and their supervisors, in the management of community supervised offenders.

Requirements

Principles, practices and procedures of an office environment
Plan, organize and prioritize time and workload in order to accomplish tasks and meet deadlines
Coordinate the activities or tasks of people, groups and/or organization(s)
Applicable laws, rules, regulations and/or policies and procedures
Speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
Communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
Grammar, spelling and punctuation
Organize information in a clear and concise manner
Compile, code, categorize, calculate, tabulate, audit, verify, or process information or data
Use computer word processing software; automated software applications; State or agency-specific software application program(s);and computer relational database software
Review and/or edit documents for accuracy and completeness
Identify developmental needs of others and coach, mentor, or otherwise help others to improve their knowledge, skills and abilities
Establish, organize and/or maintain files
Deal with people in a manner which shows sensitivity, tact, and professionalism
Find, gather, and collect information or data
Communicate fluently in English
Monitor or track information or data
Research methods, techniques, and/or sources of information
Has data entry experience.
Is detailed oriented.
Works independently with little or no supervision, but is able to work with a variety of people.
Has at least 1-year experience working in a professional office environment.
Has extensive knowledge of MS Word/Excel and Google suite.
Is able to obtain and maintain BCI access (Bureau of Criminal Identification), which requires fingerprints and a background investigation.
Has excellent customer service skills.
Is an excellent communicator, both written and verbal.
Is able to multi-task and adapt to changing work priorities to meet strict deadlines.
Is organized.

Nice To Haves

Are currently employed with the Utah Department of Corrections.
Have experience working in the SONAR/Offender Watch, ICOTS, BCI computer program, and Courts exchange.
Have experience working with law enforcement and/or the courts.

Responsibilities

Provide Administrative support to management and staff as well as act as a liaison between the office and other functional units of the region.
Lead, supervise staff and perform yearly evaluations.
Work closely with the Courts and Board of Pardons and Parole.
Work closely with other Regions to resolve issues.
Follow State statute, rules, and regulations.
Acts as a resource to provide information or determine the most effective way of meeting the needs of management, staff, clients or customers.
Coordinates and/or acts as a liaison between agency or work unit and other agencies, work units, organizations, suppliers, etc.
Provides assistance to staff and public.
Prepares and/or processes documents; reviews for accuracy and completeness; updates information and/or evaluates against policy; compares elements for consistency or logical relationships, etc.
Writes or drafts correspondence, reports, documents and/or other written materials.
Retrieves data found in databases to generate requested reports.
Lead or functionally supervise staff; delegate work assignments, monitor/review quality of work, schedule staff, provide technical assistance or training, and/or provide input on performance appraisal, hiring and discipline.
Performs other duties as assigned