Administrative Specialist

Kentucky Personnel Cabinet•Owensboro, KY

5d•$38,093•Onsite

About The Position

Creating a better, safer Kentucky. If you want to make a difference in your community, the Department of Corrections may have a career opportunity for you! The Division of Probation and Parole is hiring for an Administrative Specialist. This position is primarily administrative in nature, reporting to a Probation and Parole Assistant or District Supervisor. Responsibilities include, but are not limited to, the following: Greet and check in all visitors to the office. Answer all incoming phone calls from offenders, offender’s family members, public, law enforcement officials, court officials, attorneys, etc. and direct to the assigned Officer. Responsible for all administrative support to supervisors and staff to include assigning all investigations and setting up all new cases in the offender management systems. Maintain a database of forms for offender and staff use. Scan and enter all data into KOMS such as court orders, drug screens, court documents, officer documents, release reports, re-entry documents, etc. Receive, open, and distribute all incoming mail, email, faxes, and jail mail to specific personnel. Prepare stamps, labels, and envelopes for office use, as well as going to the post office and/or Fed Ex drop off location to ship drug tests to the lab. Monitor supply inventory in each office. Notify District Coordinator supply needs each month. Complete all required Department of Corrections employee training Perform other duties as assigned and required. The ideal candidate should possess the ability to work independently and with limited supervision. They should possess strong written and oral communication skill. The ideal candidate should be able to multitask. This candidate should possess the ability to adapt to the ever-changing needs of the Department and Division.

Requirements

EDUCATION: Graduate of a college or university with a bachelor's degree.
EXPERIENCE, TRAINING, OR SKILLS: One year of professional, administrative, or business experience.
Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.
Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.
SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE

Responsibilities

Greet and check in all visitors to the office.
Answer all incoming phone calls from offenders, offender’s family members, public, law enforcement officials, court officials, attorneys, etc. and direct to the assigned Officer.
Responsible for all administrative support to supervisors and staff to include assigning all investigations and setting up all new cases in the offender management systems.
Maintain a database of forms for offender and staff use.
Scan and enter all data into KOMS such as court orders, drug screens, court documents, officer documents, release reports, re-entry documents, etc.
Receive, open, and distribute all incoming mail, email, faxes, and jail mail to specific personnel.
Prepare stamps, labels, and envelopes for office use, as well as going to the post office and/or Fed Ex drop off location to ship drug tests to the lab.
Monitor supply inventory in each office.
Notify District Coordinator supply needs each month.
Complete all required Department of Corrections employee training
Perform other duties as assigned and required.