Secretary

Essential Duties and Responsibilities:

PHONES

• Answer phones in a prompt and professional manner
• Assist caller in a professional manner while adhering to the Department of Public Safety and Corrections guidelines
• Take messages for Warden and Assistant Warden when they are away from the facility or otherwise unavailable to take call

OFFENDER HOUSING (POPULATION CONTROL)

• Update Offender Housing daily to reflect changes such as new, transferred and/or discharged offenders
• Add all newly arrived offenders, and delete any offenders no longer at the facility
• Color Code files to reflect offender status
• Send copies of report(s) to Warden, Assistant Warden and Dormitory Officers

ADMINISTRATIVE CORRESPONDANCE

• Prepare, and fax to DOC Headquarters, Transfer Letter(s) immediately when offenders arrive at or are transferred out of facility.
• Prepare and submit to DOC the Letter of Offender Transitional Work Program Recommendation for all offenders who have not been previously approved for Transitional Work Program.

OFFENDER CORRESPONDANCE

• Respond to any offender request for a copy of his Master Prison Record
• Offender mail from an attorney, court, Department of Public Safety and Corrections, Parole Board, Pardon Board, etc is considered LEGAL MAIL.  Complete Legal Mail Letter, including where mail was received from and address.
• Maintain offender files.
• All essential offender documentation/information must be filed in a timely fashion in the offenders file. 

PAYROLL

• On a bi-weekly basis, create timesheets for next pay period.
• Every other Tuesday, compute Officers’ hours from timesheets and post to HR Payroll sheet

MISCELLANEOUS ADMINSTRATIVE DUTIES

• Type memos
• Order Office and Cleaning supplies for facility as needed
• Make Doctor appointments for offenders who have completed the Request for Medical Attention
• Other duties as required by Supervisor

Physical Demands:

Lifting from ground level, waist level, and/or overhead; Standing, sitting, walking, pushing, pulling, bending, kneeling, and crouching/squatting; Lift or move up to 25 lbs.

Work Environment:

Location: Office setting

Climatic/Environmental Conditions: Various weather conditions. Noise level in work environment may range from moderate to loud.

The items listed above cover the principal duties of this job. This description shall not be construed as a complete listing of all miscellaneous, incidental, or similar duties that may be required of this job. This job description and job conditions are subject to change, as needed in accordance with company or client requirements.