Administrative Assistant at Captain's Academy Residential Program

BACKGROUND:

Prairie Lakes Youth Programs (PLYP) is located in Willmar, Minnesota and is a children’s residential facility licensed by the Department of Corrections for males and females ages 10-21. Our programs include a juvenile detention center, juvenile residential corrections program, non-secure program, boys group home, and girls group home.

In our children’s residential facility, we meet our youth where they are at- supporting through individualization with our continuum of services. We provide a therapeutic and cultural approach with art, gardening, pet therapy, substance use disorder treatment, cultural & diverse connections, spiritual resources, and more- all while healing trauma with safety and security. At PLYP, we have ignited youth dignity since 1991.

JOB SUMMARY:

In this residential and corrections work, our Administrative Assistants (AA) work in a children’s residential facility, our secure juvenile detention and corrections, our non-secure, or our group home houses. Our AAs help youth, making a difference in their lives through providing administrative support to the Program Director and to the program. The AA will support documentation, organization, and perform other related duties as assigned.

The AA ensures PLYP continues to work with an above-and-beyond approach in all that we do with dignity, ensuring compliance and best practices within our specified targeted youth population and guiding our youth within our trauma-minded, culturally sensitive, and department of corrections programs. These duties will be completed as a part of our team through supporting youth.

RESPONSIBILITIES & DUTIES:

• Assist with new client admissions by entering data into CSTS and following up when more information has been provided, including gathering the necessary admission paperwork at the time of the admission meeting
• Manage discharge paperwork of clients, including preparing the necessary documents for discharge and releasing the client from CSTS
• Assist with new employee training of the CSTS system and other PLYP systems
• Prepare confidential letters and gather statistical data as needed
• Provide data entry as assigned by Program Directors
• Provide important documents to the main office or to the specific person the documents are intended for in a timely manner, including but is not limited to, court documents, new employee documents and mail
• Update and maintain a current list of employees and their emergency contact information
• Provide assistance and support for new employees to create and log into their benefit accounts as applicable
• Update the On-Call books with the current youth information at program
• Assist the Program Director with scheduling employees on a weekly and daily bais
• Proofread documents, make necessary corrections or provide recommendations as needed, and scan documents into the CSTS system
• Provide assistance and support for new referrals as directed
• Perform banking duties and disburse accordingly
• Manage and provide the necessary assistance for time clock and payroll support
• Maintain knowledge on current employer policies regarding the time clock and payroll
• Inventory office supplies; make purchases of what supplies are needed and maintain organization of supplies
• Implement and maintain CSTS, including but is not limited to, scanning documents and linking those documents into the system within a reasonable time frame, ensuring documents are named properly, and deleting errored files as needed. This also includes auditing CSTS files for completion and accuracy upon admission and/or discharge and when asked
• Answer telephones, direct calls, and take messages as needed
• Maintain the computer and paper filing systems, create, add, and delete files and folders as needed, while managing the disposal of old documents as needed
• Prepare letters, envelopes, copies, faxes as needed or directed
• Run errands as needed or as directed
• Prepare new admission book records
• Maintain organization and up to date information in all office areas
• Troubleshoot technical problems for all technology devices, and seek technical support when needed
• Supervise the proper use of any county owned properties, facilities, and equipment, and report any changes in condition to the Program Director
• Report program concerns and recommendations to the Program Director and participate in team discussion for resolution of concerns and possible implementation of recommendations
• Conduct self in a courteous, tactful, and professional manner when interacting with co-workers, neighbors, families, clients, and other professionals
• Ensure clients confidentiality, discussing cases only with individuals to whom the program has consent
• Attend meetings, workshops, and training sessions pertinent to the mission of the specific operation of the program
• Assume the responsibility of being a mandated reporter by Minnesota State Law
• Conduct ongoing well-being room checks
• Perform any other related work as apparent or assigned
• Assist with client monitoring and transportation as needed
• Respond to crisis situations to assist with de-escalation
• May be required to cover open AM shifts based on program needs when directed from Program Directors
• Other job duties as assigned

WORKING ENVIRONMENT & PHYSICAL DEMANDS:

• Work is performed in and around a Department of Corrections children’s residential facility
• Subject to standing, bending, walking, reaching, kneeling, crouching
• Ability to walk up and down stairs
• Lifting objects, at times over 50 pounds
• Ability to learn and use de-escalation and proper procedures (Controlled Force MACH)
• Potential to work with non-compliant youth
• As a correctional facility we operate 365 days, 24/7, you will be required to work a rotation of weekends and holidays

KNOWLEDGE & SKILLS:

• Ability to remain positive during times of adversity and difficult situations
• Remain calm in high stress situations
• Outstanding time management
• Coordinate and implement multiple concurrent tasks
• Ability to work under pressure with constant interruptions
• Maintain confidentiality, integrity, and honesty
• Strong communication skills both written and verbal
• Dependable and committed to getting the job done
• Willingness to work other assigned shifts and overtime when needed
• Proficient with Microsoft suites, strong typing and documenting skills
• Case management
• Rule 2960 understanding
• Safety and security mindset
• Defensive Tactics
• First Aid and CPR
• Perform all work in a culturally responsive manner consistent with PLYP’s way of belongingness and inclusivity

EMPLOYMENT STANDARDS:

• At least 21 years of age at the time of employment start
• Successfully complete required background check
• Successfully complete annual Mantoux testing
• Must have a valid Minnesota driver’s license

BENEFITS:

• Health and dental insurance
• Health Savings Account
• Life Insurance
• PERA Corrections Pension
• PTO (Vacation, Sick, Compensation)
• Employee Assistance Program
• Annual allowance for PLYP clothing

CHANGES TO THIS JOB DESCRIPTION:

The job description, responsibilities and duties are not intended to serve as a comprehensive list of all duties performed by employees within this job classification, only a representative summary of the primary responsibilities and duties; and is subject to change following notification to employees

Job Type: Part-time

Pay: $22.00 - $26.18 per hour

Expected hours: 29 – 30 per week

Schedule:

• Monday to Friday
• Morning shift

License/Certification:

• Driver's License (Required)

Ability to Relocate:

• Willmar, MN 56201: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $26