Administrative Professional 1 - 20024901

State of Ohio; Kentucky; On-site; USD 30,000 - 45,000; Full time

Job summary

The State of Ohio is seeking an entry to mid-level Administrative Support professional to perform a variety of clerical tasks and data entry duties. You will type, proofread, and edit documents, route mail and directives, and support scheduling and meetings across departments.

The role involves using DOTS Portal and ORAS systems, handling routine inquiries, and ensuring records are organized and retained per standards. Strong attention to detail and organizational skills are essential.

Qualifications

• 1 yr. trg. or 1 yr. exp. in secretarial science or business office applications.
• For positions requiring technical terminology, applicants must have 6 mos. trg. or 6 mos. exp. in relevant technical terminology.

Responsibilities

• Types, proofreads, and edits typed documents.
• Distributes and files correspondence, reports and memos.
• Prepares various documents and obtains signatures as needed.
• Performs routine administrative duties and responses to routine requests.
• Maintains staff correspondence, schedules and logs; types responses.
• Directs telephone inquiries to appropriate staff; data entry into systems.
• Maintains documentation per applicable standards and interacts with other departments.
• Receives, sorts, reviews and distributes mail and directives.
• Schedules clerical support for appointments/meetings and special projects.
• Performs general clerical tasks including answering phones, filing, orders supplies, and inventory control.

Skills

Administrative Support/Services

Computer Literacy

Clerical & Data Entry

Attention to Detail

Organizing and Planning

Time Management

Education

1 year training or 1 year experience in secretarial science or business office applications

Tools

DOTS Portal

ORAS

Job description

What You'll Do:

• Types, proofreads, and edits typed documents
• Copies, scans, distributes, posts and/or files correspondences, reports, and memos
• Prepares various documents (e.g., composes, types, obtains signatures)
• Performs routine administrative duties (e. g., composes and responds to routine correspondence and verbal requests not requiring the personal attention of supervisor)
• Produces typed copy of staff correspondence, schedules, logs kites and types responses
• Researches, retrieves, and enters data into DOTS Portal system or other applicable programs
• Directs telephone inquiries from the public to the appropriate staff member
• Inputs data entry into ORAS, as needed
• Maintains and provides applicable documentation as required by American Correctional Association Standards, Ohio Department of Rehabilitation and Correction Administrative Regulations, policies and/or procedures.
• Interacts with other departments
• Provides information and compilation of data
• Receives, sorts, reviews, and distributes all incoming/outgoing mail, correspondence, and directives
• Schedules and provides clerical support for appointments/meetings (e.g., special projects and, for unit administrative professional 1's, video in-reach, virtual hearings and virtual funeral visits)
• Performs general clerical tasks (e.g., answers telephones, files, orders supplies, inventory control, copies documents and files, maintains calendars and itineraries)
• Reviews visiting applications for completion of content and enters data into DOTS Portal System.
• Coordinates and ensures processing of routine tasks
• Sets up and maintains (e.g., organizes, alphabetizes and files) correspondences, forms, and reports
• Creates new files
• Purges records in accordance with applicable retention schedules
• Manages appointment schedules, notifies appropriate personnel of schedules, makes arrangements for meetings and provides clerical support to other offices, as assigned.
• Serves on committees and attends meetings, seminars, conferences, and in- service training as required
• Ensures work area is secure, clean, and orderly
• Provides other related clerical support as required
• Performs other duties as assigned.

1 yr. trg. or 1 yr. exp. in secretarial science or business office applications. For positions requiring technical terminology, applicants must also have 6 mos. trg. or 6 mos. exp. in relevant technical terminology.

Job Skills:

• Administrative Support/Services
• Computer Literacy
• Clerical & Data Entry
• Attention to Detail
• Organizing and Planning
• Time Management