Visitation Engagement Coordinator

Cook County, IL•Chicago, IL

36d•Onsite

About The Position

Under general direction from CCDOC Programs leadership, perform various administrative functions; exercise discretion, sound judgement and personal initiative to determine and implement the proper approach or action to take in non-routine situations relative to support operations.

Requirements

Possession of a High School Diploma or General Education Development (G.E.D.) test certificate.
A minimum of two (2) years of full time, professional clerical work experience, obtained within the last three (3) years.
Typing skills (35 w.p.m. with 85% accuracy) and familiarity with computer keyboards and data inputting, clearly legible handwriting, and proficiency in spelling.
Proficiency in Microsoft Word, Excel, Access, and/or PowerPoint computer software programs.
Ability to work within the Cook County Department of Corrections, including the ability to work directly with the detainee population.
Ability to read, write and comprehend the English language.
Ability to travel quickly to different locations around the CCDOC compound during a shift.
Required to be capable of working any shift assigned, including days, afternoons or evenings; must be capable of working Holidays and weekends; must be capable of working an additional eight (8) hours of mandatory overtime, as required.
Ability to make sound decisions and complete assignments quickly and accurately.
Good attention to multifarious details, with the ability to proof, verify and edit complex data, transcribe and cross reference data from computers and documents, ability to follow-up in a thorough and timely manner relative to unresolved business.
Thorough knowledge of correct business, legal and/or other technical language usage, punctuation and grammar, and their proper application to business forms, letters and records.
Skill and accuracy in the control, organization, and maintenance of manual or electronic filing systems and records according to various methods.
Good communication skills; ability to gather information from others and make inquires; ability to convey information and explain or describe basic office policy and procedure to others in person or by telephone.
Skill in operation of standard office equipment.
Ability to understand and carry out technical and complex instructions, written and verbal, and accurately relate such instructions in full or part to others.
Ability to coordinate several tasks and perform well under pressure; ability to fill in for and perform the duties of other unit support staff.

Nice To Haves

Possession of a bachelor's degree from an accredited college or university.
Typing skills (45 w.p.m. with 95% accuracy) and familiarity with computer keyboards and data inputting, clearly legible handwriting, and proficiency in spelling.
Advanced Proficiency in Microsoft Word and Microsoft Excel (skill testing will be administered for competency).
Previous internship at the Cook County Sheriff's Office.

Responsibilities

Greet and assist the public and visitors to the Cook County Department of Corrections at assigned entrance(s).
Responsible for overseeing the overall daily operations of external posts and/or divisional lobby areas.
Serve as a resource to visitors to answer questions regarding visitation applications and schedules, detainee housing locations, guidance on how to set up an inmate phone account, how to add money to a detainee's Inmate Trust Fund - including using the lobby kiosks, courthouse locations and hours and any other concerns or complaints that may arise.
Work collaboratively with sworn members to assist the public and improve customer service.
Receive incoming calls regarding detainee status and general information; answers questions received from the public, via the Visitor Information Center telephone lines, in a courteous and professional manner; provides callers with information related to detainee visitation, such as visiting day schedules, how to apply for visiting privileges, the status of the application and/or how to bond out a detainee; maintains a high level of customer service in accordance with contact point standards.
Relay confidential and important information; investigates special matters requiring confidential handling; helps adjust problems calling for other than routine decisions.
Handle a wide variety of administrative situations within the department requiring discretion and confidentiality. Oversees the operations of various interactive clerical and secretarial support units; functions as a key facilitator to ensure that critical administrative support is forthcoming in a timely and efficient manner.
Review, track, and process pending visitor applications as required.
Ability to communicate with police agencies, local jurisdictions, and community members as required.
Maintain up-to-date status on all LEADS, CCOMs, and iClear trainings.
Maintain up-to-date status on all policy review requests and LMS trainings.
Ability to navigate internal websites and portals such as COMMs, iClear, LEADS, internal visitation portal, and more as required.
Ability to effectively investigate warrants in local and outside jurisdictions.
Ability to respond to email inquiries from public and CCDOC employee staff.
Ability to cross-train CCDOC front line staff as requested.
Ability to engage with the general public.
Keep official records; prepare memorandums outlining and explaining administrative procedures and policies; act as custodian of documents and records; directs preparation and filing of legal documents.
Prepare reports, summaries, and replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence other offices, etc., under general direction.
Assist with the coordination of special one-time Visitation (C.A.R.E.S.) Events, including attending (onsite) program services, collection and distribution of donated materials, and program planning.
Provide resources and support to outside families associated with inmate visitation programming.
Plan, manage, and evaluate other CCDOC programs/special projects as assigned, monitor day-to-day operations of programs to maintain or improve quality, and establish regular communication with project partners to ensure sustainability of program.
Apply both a comprehensive knowledge of word processing, databases and other PC software applications and a high degree of skill in applying software functions to prepare complex and detailed documents; processes complex and lengthy technical reports, which include tables, graphs, charts, or multiple columns; uses either different word processing packages or many different style macros or special command functions.
Independently completes assignments and resolves problems.

Benefits

Health Insurance Program - Health insurance coverage includes medical, dental and vision care and is available for an employee and his/her eligible dependents.
Holidays - Thirteen (13) Holidays are granted in each Fiscal Year
Sick Leave - Granted sick leave is earned and accrued at the rate of one (1) day for each month of service and may be accumulated up to one hundred and seventy-five (175) working days.
Vacation Leave - Granted Vacation leave is earned and accrued, with employees having the opportunity to accrue fifteen (15) days within the Fiscal Year; Vacation leave accruals increase based on an employee's anniversary date of employment.
Life Insurance - Basic term life insurance, equal to one (1) time the employee's annual salary, is offered to every employee at no cost and the employee may elect to purchase supplemental coverage.
Pension Plan - Employees contribute into the Cook County Pension Fund and earn a prescribed percentage for each year of service; employees may be eligible for an annual annuity after ten (10) years of service and upon reaching a certain age based on when the employee started employment.
Deferred Compensation Program - Employees may elect to enroll in a deferred compensation plan, a tax deferred plan which may be used as a supplemental retirement option.

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