Administrative Specialist

Commonwealth of Kentucky; Cynthiana (KY); On-site; USD 35,000 - 43,000; Full time

Job summary

Commonwealth of Kentucky’s Department of Corrections seeks an Administrative Specialist to provide essential administrative support, manage offender data in KOMS, and coordinate communications within the office. Responsibilities include greeting visitors, answering calls, and processing documents.

The ideal candidate will have a bachelor’s degree and at least one year of relevant experience, with flexibility to handle multiple tasks and adapt to changing needs.

Qualifications

• Bachelor's degree from college or university.
• One year of professional administrative experience.
• Education can substitute for experience on a year-for-year basis.
• Experience can substitute for education on a year-for-year basis.

Responsibilities

• Greet and check in all visitors to the office.
• Answer incoming calls from offenders, family members, public, and officials and direct to the assigned Officer.
• Provide administrative support to supervisors and staff and set up new cases in the offender management system (KOMS).
• Maintain a database of forms for offender and staff use.
• Scan and enter documents into the Kentucky Offender Management System (KOMS).
• Receive, open, and distribute mail, email, faxes, and jail mail to personnel.
• Prepare stamps, labels, and envelopes and manage shipments of drug tests to the lab.
• Monitor supply inventory and notify District Coordinator of needs monthly.
• Complete required Department of Corrections employee training.
• Perform other duties as assigned.

Skills

Communication skills

Multitasking

Independent work

Education

Bachelor's degree

Job description

Administrative Specialist

Pay Grade: 12

Salary: $38,854.56 Annually

Employment Type: EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 40.0 HR/WK

Hiring Agency: Justice & Public Safety Cabinet | Department of Corrections

Location: 930 US Hwy 27, Suite 10
Cynthiana, KY 41031 USA

Description

Creating a better, safer Kentucky.

If you want to make a difference in your community, the Department of Corrections may have a careeropportunity for you!

The Division of Probation and Parole is hiring for an Administrative Specialist. This position is primarilyadministrative in nature, reporting to a Probation and Parole Assistant or District Supervisor.

Responsibilities

• Greet and check in all visitors to the office.
• Answer all incoming phone calls from offenders, offender’s family members, public, law enforcementofficials, court officials, attorneys, etc. and direct to the assigned Officer.
• Responsible for all administrative support to supervisors and staff to include assigning allinvestigations and setting up all new cases in the offender management systems.
• Maintain a database of formsfor offender and staff use.
• Scan and enter all data into Kentucky Offender Management System (KOMS) such as court orders, drug screens, court documents, officerdocuments, releasee reports, re-entry documents, etc.
• Receive, open, and distribute all incoming mail, email, faxes, and jail mail to specific personnel.
• Prepare stamps, labels, and envelopes for office use, as well as go to the post office and, or, Fed Exdrop off location to ship drug tests to the lab.
• Monitor supply inventory in each office.
• Notify District Coordinator of supply needs each month.
• Complete all required Department of Corrections employee training.
• Perform other duties as assigned.

The ideal candidate should possess the ability to work independently and with limited supervision. They shouldpossess strong written and oral communication skill. The ideal candidate should be able to multitask. Thiscandidate should possess the ability to adapt to the ever-changing needs of the Department and Division.

Minimum Requirements

EDUCATION: Graduate of a college or university with a bachelor's degree.

EXPERIENCE, TRAINING, OR SKILLS: One year of professional, administrative, or business experience.

Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE

Working Conditions

Incumbents working in this job title primarily perform duties in an office setting.

Probationary Period

This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.

Contact: Charece Kelly at [e-mail].

An Equal Opportunity Employer M/F/D.