What are the responsibilities and job description for the Lead Office Support Specialist position at New Directions Northwest?
General Purpose: Employee of New Directions Northwest (NDN) a non-profit agency working at Powder River Correctional Facility New Directions Program, located in Baker City. The Lead Office Specialist is responsible for clerical assistance, secretarial duties, and typing functions necessary to create and keep records, files, and reports in a timely and accurate manner for the Powder River Correctional Facility Alternative Incarceration Alcohol and Drug treatment programs. Confidentiality is required to carry out special timely projects.
Supervision Received: Lead Office Specialist works under direct supervision of the Program Director.
DOC Expectations: The Oregon Accountability (OAM) depends upon a team approach to custody with the security-series personnel and non-security personnel communicating effectively to maintain safe, secure, and sanitary correctional environments while preparing Participants for successful reentry into the community. The vast majority of DOC Participants will return to Oregon communities. Enhanced public safety, lower crime rates, and reduced recidivism can all be tied directly to attitudes and actions of correctional staff who must effectively apply ODOC rules and transition initiatives in their daily interaction with Participants. All staff are expected to model pro-social behaviors; reinforce positive behaviors; redirect negative behaviors; and effectively communicate observed behaviors to responsible program staff, administrators, and supervisors in support of OAM.
In support of the OAM and the Department's Affirmative Action goals, all Management and Executive Services employees are expected to recognize the value of individual and cultural differences. Employees are expected to consistently treat customers, stakeholders/partners and co-workers with dignity and respect creating a work environment where individuals' differences are sought and valued.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This Position requires:
- Excellent multi-tasking and very detailed orientated skills.
- Secretarial skills and functions to include:
- General Office correspondence and reports
- Prepare word/excel documents requested by staff or the Program Director.
- Maintain Testing requirement schedule
- Maintain groups attendance roster for 3 years
- Track Phase movements
- Prepare and manage Excel spreadsheets
- Provide continual office coverage that includes but is not limited to the following:
- Make sure the phones are covered during breaks and lunch
- Always maintain a presence in the office to help when needed to staff and Participants
- Develop and maintain confidential files
- Maintain participants and staff forms for State local agencies if needed.
- File and organize all participant program material, correspondence and forms.
- Intake of new Participants:
- Prepare files for new and existing participants
- Maintain an office supply list to include:
- Completion of purchase orders
- P.O.'s MUST be approved and signed by Program Director
- Prepare all orientation paperwork, fingerprints, badges, picture ID's, SSC manuals, orientation binders, keys, and room assignments.
- Prepare and review daily in office mail
- Review and send documentation of program fail, extension, or Administrative Removals.
- Prior to sending documentation scan and upload completed paperwork into the EHR 'Documents Program Extension/Fail Related' Folder
- Complete TCU Testing
- Scan and upload the following items into the EHR 'Documents Accountabilities' Folder
- Misconduct Reports
- Staff Sanctions
- Conduct Orders
- Daily Fails
- Accountabilities
- Scan and upload Treatment Hour Verifications in HER
- Scan and upload all COMPLETED/RESPONDED to AIC Communications PRIOR to taking originals up to DOC Mail Room for distribution back to AIC.
- Complete process for bunk moves
- Complete daily Call Outs in DOC 400 24 hours in advance/for next work day
- Complete and Maintain a reference manual that provides step by step instruction on all duties
- Provide supervision and training to other Office Support Specialists
PERIPHERAL DUTIES
As assigned.
QUALIFICATIONS
- High school diploma or GED. Valid Oregon Driver's License
- 2 years' experience in office secretary or office assistant
- Excellent typing skills, (above 50 words per minute)
- Excellent computer skills
- Communication skills/public relation skills
- Maintain a positive attitude
- Complete tasks on time
- Able to multi-task
- Capable of independent organization and prioritizing workload
TOOLS AND EQUIPMENT USED
Mobil two-way radios, computers and software, copy/fax/scan machine, telephone, Electronic Health Record system, Paychex scan machine.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this job, the employee is regularly required to reach with and fully utilize their hands and arms. The employee is frequently required to stand, walk, talk and hear. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to twenty (20) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The working environment is representative of those New Directions Northwest, Inc. employee encounters while performing the essential functions of this job in a prison. The position required the employee to dress in a professional manner that meets the standards for professional correctional counseling employees. Preferably a shirt and tie, non-revealing dress, slacks, good sturdy shoes. No tee shirts or blue jeans will be worn during the performance of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
