Office Specialist II

State of Utah•Salt Lake City, UT

7d•Onsite

About The Position

The Utah Department of Corrections is looking for an organized and dedicated Office Specialist II to join their team. This role is perfect for someone who thrives in a fast-paced environment and wants to contribute to the rehabilitation and support of incarcerated individuals. As an Office Specialist II, you will be a key player in operations, providing essential administrative support that helps the department run effectively. You'll work closely with a diverse team to ensure smooth daily operations and contribute to the mission of public safety and rehabilitation.

Requirements

Working clerical or secretarial experience in a Law Enforcement Agency, the Legal system, and/or the Courts system.
Detail oriented.
Experience with accounts payable and accounts receivables.
Excellent communication skills.
Experience in understanding and applying state statutes, rules and laws to work related procedures.
Speaks, Reads, Writes fluently in English.
Find, gather and collect information or data
Deal with people in a manner which shows sensitivity, tact, and professionalism
Enter, transcribe, record, store, or maintain information in either written or electronic form.
Monitoring and reviewing program entries
Speak clearly, concisely and effectively; listen to, and understand, information and ideas as presented verbally
Follow principles, practices and procedures of an office environment
Operate a computer keyboard
Operate office equipment
Compile, categorize, audit, verify, or process information or data
Communicate fluently in English
Review and/or edit documents for accuracy and completeness
Establish, organize and/or maintain files
Communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing
Organize information in a clear and concise manner
Use automated software applications
Research methods, techniques, and/or sources of information
Grammar, spelling and punctuation

Responsibilities

Managing and processing offender grievances and GRAMA (Government Records Access and Management Act) requests, ensuring all documentation is accurate and timely.
Oversee residents' inmate accounts, including deposits, withdrawals, monthly statements, payment of fees, and settlement of other debts. This includes assigning and disbursing debit cards and checks.
Assisting with therapeutic, volunteer and education programs, helping to coordinate and support initiatives that offer new opportunities for incarcerated and paroled individuals.
Playing a direct role in the rehabilitation of incarcerated individuals through meticulous record-keeping and support of programs designed for their success.
Supporting staff through essential administrative tasks, including processing purchases, organizing and maintaining critical documents, and keeping daily trackers and databases up to date.
Maintaining a professional and positive attitude, promoting teamwork, and maintaining a high level of confidentiality.
Communicating effectively with staff, offenders, and the public, both verbally and in writing.
Assisting with special projects and other duties as assigned.
Resident finance-accounts payable and accounts receivables
Inventory, purchasing, intakes and case closeouts.
Prepare and/or process documents; review for accuracy and completeness; update information and/or evaluate against policy; compare 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.
Assists staff to locate, view, or assemble scanned, or archived documents and/or information.
Verifies data entry by comparing the source document against input data, utilizing automated verification system, using dual entry or other verification technique.
Maintains and/or creates files or record keeping systems.
Sorts, labels, files, archives and retrieves documents, or other materials.
Reviews files, records, etc., to determine action to be taken.