Administrative Officer - Detention

Oklahoma County; Oklahoma City (OK); On-site; USD 34,000 - 43,000; Full time

Job summary

Oklahoma County is seeking an Administrative Support Specialist to assist the Facility Administrator and Assistant Facility Administrators at the Juvenile Center. You will perform clerical tasks, maintain diverse records, manage inventories, and support ACA/OJA audits.

Responsibilities include enrollment coordination for residents, JOLTS data entry, procurement, safety inspections, drills, vehicle and property management, and uniform issuance. Strong organizational skills required.

Qualifications

• Typing from rough copy or dictation with good English usage and spelling.
• Ability to use Windows and Microsoft Office software.
• Able to follow agency policies, procedures and instructions.
• Establish and maintain effective working relationships; handle confidential work.
• Work independently with strong time-management and organization.
• Read, write, and understand spoken and written material.

Responsibilities

• Provide administrative support for the Facility Administrator and Assistant Facility Administrators.
• Maintain accurate records for administrative and operational functions within the detention facility.
• Operate office equipment and machines.
• Oversee school enrollment for residents and report to OKCPS.
• Enter information in JOLTS and maintain ACA/OJA records for audits.
• Coordinate donations for employee fundraisers and newsletters.
• Handle purchasing, inventory, and budget tracking for supplies and equipment.
• Conduct health, fire, and safety inspections and maintain records.
• Plan and coordinate monthly drills and training for staff.
• Manage vehicle and property inventory, keys, and gear as needed.
• Order, maintain, and issue employee uniforms and provide coverage for clerical staff.

Skills

Typing

Microsoft Office

Windows OS

Communication

Organization

Independent work

Recordkeeping

Education

High school diploma or equivalent

Two years secretarial experience

Tools

MS Office

Job description

Responsibilities

• Serve in the capacity of administrative support for the Facility Administrator and Assistant Facility Administrators. Perform a variety of clerical and support functions. Maintain accurate records for a variety of administrative and operational functions within the detention facility.
• Operate office equipment and machines.
• Responsible for school enrollment for all residents at the Oklahoma County Juvenile Center and report necessary information to Oklahoma City Public Schools (OKCPS), including changes in housing units, teachers, and releases.
• Enter information in the Juvenile On‑Line Tracking System (JOLTS) as assigned, including quick beds.
• Maintain records necessary for American Correctional Association (ACA) accreditation and Office of Juvenile Affairs (OJA) licensing. Prepare correspondence, forms, memorandums, and reports. Assist in gathering documentation and preparing for ACA and OJA audits.
• Coordinate and collect donations for employee fundraisers and the Detention Officer of the Month for the employee newsletter.
• Initiate purchasing of supplies and equipment for detention, including medical, kitchen, staff, and resident items. Stock supplies weekly and maintain a weekly inventory. Follow the AO purchase order request policy: complete requests within three business days; if exceeded, advise the Assistant Facility Administrator of the delay. Review all purchase orders for budgetary tracking, and obtain Facility Administrator approval for all requests.
• Initiate, conduct, and maintain records of all health, fire, and safety inspections required by city, state, and licensing authorities. Complete weekly fire and health inspections and submit findings for review.
• Conduct monthly emergency drills to ensure detention staff are familiar with proper procedures. Plan and coordinate mock drills with supervisors to provide hands‑on training in critical incidents. Maintain a log of all drills.
• Control chemicals used in detention and maintain compliance with all applicable health standards. Ensure chemicals are available for staff use and maintain an accurate inventory.
• Assist in the duties of Fleet Manager for the Juvenile Detention Center in accordance with policy 1.8 “Use of County Vehicles.” Ensure each vehicle is equipped with a first aid kit, fire extinguisher, and reflective warning triangles at all times; drive each vehicle at least twice a week to maintain maintenance and battery charge; ensure routine cleaning of vehicles.
• Maintain orderliness of the vehicle sally port, inventory and secure residents’ personal property in assigned lockers, and keep property binders current with correct property sheets (D4 Form).
• Assign orientation staff a personal property locker, maintain a log of all assigned lockers and combinations.
• Control keys and tools: request replacements for broken keys within two business days and update the key assignment list.
• Maintain an inventory of radios in good working condition to meet facility needs.
• Conduct staff training on evacuation plans and emergency drills as needed.
• Order, maintain, and issue employee uniforms.
• Provide coverage for or assistance to other clerical staff.

Experience

• Ability to type from rough copy or dictation, with knowledge and skills related to English language usage, punctuation, grammar rules, good spelling, and punctuation.
• Must possess ability to utilize Windows and Microsoft Office PC software.
• Ability to perform duties in a manner that effectively meets and communicates with the public and coworkers; understand and follow agency policies and procedures, and written and oral instructions.
• Skill in establishing and maintaining effective working relationships with others; handle confidential work with tact and discretion; and deal tactfully with the public.
• Ability to determine the most efficient method for completing tasks and ensure accurate and timely completion of projects with little instruction.
• Ability to work independently with a high degree of organization and time‑management skills; exercise independent judgment in line with the policies and procedures of the OCJB.
• Must be able to read, write, and understand spoken and written material.

Education Required

• High school diploma or equivalent and two (2) years of secretarial experience or any equivalent combination of education and experience.
• Applicants who possess experience in ordering or inventorying processes may be given preference.
• Applicants who possess experience in a detention or similar institutional environment may be given preference.

Oklahoma County is an Equal Opportunity Employer