Administrative Specialist Senior
About The Position
The Kentucky Department of Juvenile Justice is hiring an Administrative Specialist Senior for the Division of Community Services. This highly responsible position supports the division through complex administrative, personnel, payroll, and records work. The employee is expected to act responsibly, demonstrate leadership, and treat staff, youth, and others with respect. The role requires maturity, reliability, and self-discipline; training and mentoring opportunities support career growth and advancement. The position is primarily performed in an office setting. The agency may authorize telecommuting, but may terminate or modify that arrangement at any time. Employment requires successful completion of the Department of Juvenile Justice Training Academy, including two weeks of on-the-job training and four weeks at the academy in Louisville, Kentucky. Overnight lodging and travel are required for Handle with Care Self-Protection training and are provided by the department. Employees must also complete OC spray exposure training and receive a physical examination and medical clearance before Handle with Care training and certification. The department reimburses applicable co-pays for the examination; the examination is billed through the employee’s health insurance. Employees in this position are prohibited from using medical cannabis under applicable laws.
Requirements
- Bachelor’s degree from an accredited college or university, or qualifying substitute education or experience.
- Three years of professional, administrative, or business experience, with additional education substituting for experience on a year-for-year basis.
- Additional administrative, business, research, and/or clerical experience may substitute for the required education on a year-for-year basis.
- Successfully complete the Department of Juvenile Justice Training Academy.
- Successfully complete required Oleoresin Capsicum (OC) spray exposure training.
- Complete a required physical examination and receive medical clearance before Handle with Care Self-Protection training and certification.
- No special age, licensure, or regulatory requirements are listed.
Responsibilities
- Compile and research complex information for the Division of Community Services for reports and communications, in accordance with policies and standard operating procedures.
- Draft correspondence for the Division Director to send to staff and outside agencies about juveniles and community programs.
- Maintain community files and initiate complex actions for supervisor review and direction.
- Prepare complex personnel and position documents.
- Provide forms to new staff, obtain required signatures, submit forms, and maintain employee personnel files.
- Advise on and review documents, follow up on actions, and communicate with appropriate personnel.
- Maintain in-depth knowledge of personnel and payroll rules, regulations, and policies, and distribute information and materials as needed.
- Maintain an in-depth working knowledge of departmental rules, regulations, and policies.
- Research complex situations and provide technical assistance and advice when necessary.
- Receive general directives and follow rules for their distribution and maintenance.
- Receive, review, and record employee time; enter hours into the payroll system for two pay periods per month.
- Communicate with staff about payroll and timekeeping matters and serve as a backup timekeeper.
- Manage and distribute applicable information to appropriate staff in a timely manner.
- Submit monthly sick leave reports and complete and submit documents concerning Family Medical Leave and workers’ compensation.
- Enter staff training hours.
- Review and submit employee travel vouchers.
- Update the Community Services Directory and inventory listings, and update and maintain manuals as needed.
- Assist the supervisor with providing, reviewing, and processing documents for the employee evaluation system within required timeframes.
- Serve as the regional EEOC representative.
- Successfully complete required DJJ training, OC spray exposure training, and physical examination and medical clearance for Handle with Care Self-Protection training and certification.
Benefits
- Career growth and advancement opportunities through training and mentoring.
- Overnight lodging and travel for Handle with Care Self-Protection training are provided by the department.
- Applicable co-pays for the required physical examination are reimbursed by the department.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
