Administrative Secretary (Roanoke River CI)

State of North Carolina•Halifax County, NC

43d•Onsite

About The Position

This position is located at Roanoke River Correctional Institution in Halifax County. Knowledge Skills and Abilities/Management Preferences This position will have a primary function of public contact for the Warden's Office by making and receiving telephone calls, receiving and directing visitors, and attending meetings. This position composes correspondence independently or from rough drafts provided by the Warden. The correspondence may be directed to offenders, staff, DAC management and/or the general public. Responsibilities of the position requires careful review of the content of work being completed to assure that it conforms with DAC guidelines. The position will process and act on confidential information directly to or from the Warden. The Administrative Specialist I will maintain the Warden's calendar to include recording action dates and scheduling of appointments. This position will schedule facility staff meetings, record and prepare minutes for meetings held by the Warden, and disperse information as necessary. This position will process the Warden's mail by opening, inspecting, date stamping and collating related documents and files for review and action by the Warden or appropriate manager. This position handles significant amounts of sensitive and confidential information concerning offenders, staff and other issues. This confidential information involves written and verbal communication generated by the Warden, which was received from other staff and external sources. This position helps to ensure all confidential information is identified and utilizes appropriate filing, typing, data entry, and communication skills to maintain confidentiality. Work in this area requires the position to maintain complete confidentiality when dealing with staff and offenders. Other sensitive areas include typing reports that deal with employee disciplinary actions, issues related to inappropriate conduct/activities, and/or criminal acts committed by staff or offenders in which other local and state enforcement agencies are involved. This position has authority to work directly with members of the facility management team and section heads as the Warden's liaison. Functions include information gathering and preparation of monthly and annual reports, planning and organizing special projects, support committee activities, and community involvement activities. In addition, this position could be assigned to work other areas of the institution as needed.

Requirements

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

Responsibilities

Public contact for the Warden's Office by making and receiving telephone calls, receiving and directing visitors, and attending meetings.
Composing correspondence independently or from rough drafts provided by the Warden.
Careful review of the content of work being completed to assure that it conforms with DAC guidelines.
Processing and acting on confidential information directly to or from the Warden.
Maintaining the Warden's calendar to include recording action dates and scheduling of appointments.
Scheduling facility staff meetings, record and prepare minutes for meetings held by the Warden, and disperse information as necessary.
Processing the Warden's mail by opening, inspecting, date stamping and collating related documents and files for review and action by the Warden or appropriate manager.
Handling significant amounts of sensitive and confidential information concerning offenders, staff and other issues.
Maintaining complete confidentiality when dealing with staff and offenders.
Typing reports that deal with employee disciplinary actions, issues related to inappropriate conduct/activities, and/or criminal acts committed by staff or offenders in which other local and state enforcement agencies are involved.
Working directly with members of the facility management team and section heads as the Warden's liaison.
Information gathering and preparation of monthly and annual reports, planning and organizing special projects, support committee activities, and community involvement activities.
Assigned to work other areas of the institution as needed.