Office Specialist II

State of Utah Office of the Governor • Salt Lake City, UT

9d • $15 - $29 • Onsite

About The Position

Make a Real Impact: Join Our Team as an Office Specialist II!
Do you have a knack for keeping things running smoothly, a love for details, and a passion for making a difference? The Utah Department of Corrections is looking for an organized and dedicated Office Specialist II to join our 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 our operations, providing essential administrative support that helps our department run effectively. You'll work closely with a diverse team to ensure smooth daily operations and contribute to our mission of public safety and rehabilitation.

Requirements

• Have working clerical or secretarial experience in a Law Enforcement Agency, the Legal system, and/or the Courts system.
• Be detail oriented.
• Will have experience with accounts payable and accounts receivables.
• Display excellent communication skills.
• Have 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, withdrawls, monthly statements, payment of fees, and settlement of other debts. This includes assigning and disbursing debit cards and checks.
• Assisting with our 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 accouts 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.

Benefits

• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed