Administrative Specialist Senior

Commonwealth of Kentucky; The Estates At Wiedemann Mansion (KY); Remote; USD 40,000 - 60,000; Full time

Job summary

The Kentucky Department of Juvenile Justice is seeking an Administrative Specialist Senior for its Newport, KY location. This full-time role (Pay Grade 13) provides advanced administrative support to the JSDS and two Psychologist Licensed Program Administrators, including complex reports, payroll, and training responsibilities.

The agency may authorize telecommuting; overtime eligible; employees participate in an academy and training; contact Courtney Rondeau for more information.

Qualifications

• Bachelor's degree from an accredited college or university.
• Three years of professional administrative experience.
• Substitute education for experience allowed.
• Substitute experience for education allowed.

Responsibilities

• Provides administrative support to the Juvenile Services District Supervisor and two Psychologist Licensed Program Administrators by handling complex reports and activities.
• Generates monthly reports for supervisors, managers, and frontline staff.
• Maintains Quality Assurance logs and procurement documentation for district and branches.
• Prepares and reviews payroll, personnel actions, and related documents.
• Delivers new-employee orientation and maintains personnel files.
• Manages travel vouchers for Central office submissions and training records.
• Answers phones, responds to emails, and routes inquiries to appropriate staff.

Skills

Three years of admin experience

Education

Bachelor's degree

Job description

Administrative Specialist Senior

Pay Grade 13

$40,070.64 - $60,106.80 Annually

EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK

Justice & Public Safety Cabinet | Department of Juvenile Justice

601 Washington Avenue
Suite 260
Newport, KY 41071 USA

Click here for more details on state employment.

The agency may authorize the selected candidate to telecommute. The agency may terminate or modify the telecommuting arrangement at any time.

The Kentucky Department of Juvenile Justice is a multi-faceted agency that serves juveniles of theCommonwealth. While striving to hold youth accountable for their actions, the Department creates opportunitiesfor sentenced, committed, probated, or detained youth to develop social and career skills that will equip themfor re-entry into their communities as productive and responsible citizens.

The Kentucky Department of Juvenile Justice seeks to serve youth in the least restrictive, appropriateplacement possible. We aspire to be a premier team of professionals committed to providing life-changingservices resulting in the positive transformation of children, families, and communities.

For more information about the Department of Juvenile Justice please visit: https://djj.ky.gov/

This is a highly responsible position in the Justice and Public Safety Cabinet. The employee is expected toperform all duties to the best of their ability, act in a responsible manner at all times, demonstrateleadership qualities, and treat all staff, youth, and persons with respect. This is a demanding position thatrequires maturity, reliability, and self-discipline. Career growth and advancement are encouraged throughtraining and mentoring opportunities.

Please be advised that although medical cannabis has been legalized in the Commonwealth of Kentucky, due toother applicable state or federal laws, employees in this position are prohibited from using medical cannabis.If you need additional information about this prohibition, you may contact the agency point of contact foradditional information.

Responsibilities

• Provides professional administrative support to Juvenile Services District Supervisor (JSDS) and two Psychologist Licensed Program Administrators by developing, implementing and maintaining various complex activities and reports.
• Compiles, researches and develops complex information for monthly reports for the supervisors, managers and community or mental health staff.
• Implements and ensures district branches are incompliance with complex Quality assurance monitoring audits mandated by American Correctional Association.
• Maintains Quality Assurance vehicle car and service logs.
• Communicates and follows up with building maintenance issue.
• Tracks and enrolls all employees in mandatory department trainings.
• Purchases supplies and maintains complex documentation for procurement card purchases for district and two branches.
• Prepares and reviews complex personnel actions and documents.
• Provides new employee orientation to all incoming staff.
• Develops and maintains employee personnel files.
• Completes payroll for all employees accurately and in a timely manner.
• Maintains in-depth knowledge of personnel and payroll rules, regulations and policies, and disseminates information and materials as needed.
• Maintains an in-depth working knowledge of department rules, regulations and policies.
• Researches a variety of complex situations in order to provide technical assistance and advice.
• Receives and implements personnel directives and provides required training and/or technical assistance to management and staff regarding process changes.
• Reviews and submits travel vouchers to Central office in a timely manner.
• Assists supervisors in providing, reviewing and processing complex documents necessary for the employee evaluation system during the required timeframes.
• Completes and submits appropriate documents concerning Family Medical Leave (FML) Sick Leave Sharing (SLS) and workers comp.
• Assists supervisors in providing, reviewing and processing complex documents necessary for the employee evaluation system during the required timeframes.
• Completes and submits appropriate documents concerning Family Medical Leave (FML) Sick Leave Sharing (SLS) and workers comp.
• Answers phones and responds to emails in professional manner.
• Routes call and emails to appropriate staff.
• Completes all fire, tornado, and earthquake drills.
• Required to successfully complete the Department of Juvenile Justice Training Academy; which entails two weekson the job training, four weeks (Monday – Friday) at the academy training location (Louisville, Kentucky).Overnight lodging and travel is required for the Handle with Care Self-Protection training and provided by thedepartment
• Required to successfully complete required Oleoresin Capsicum (OC) spray exposure training. As a condition ofemployment, employees will be subject to either direct or indirect exposure to OC spray, based on position andjob responsibilities.
• Required to complete a required physical examination and receive medical clearance prior to participating inHandle with Care Self-Protection training and certification, which provides self-protection interventionstrategies for safely working within a Group Home setting. The cost of the physical examination will be billedthrough the employee’s health insurance; however, any applicable co-pays will be reimbursed by the department.For additional information, please contact the program’s administrative staff.

Minimum Requirements

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

EXPERIENCE, TRAINING, OR SKILLS: Three years 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.

If you have questions about this advertisement, please contact Courtney Rondeau at [e-mail] or 502-764-3301.

An Equal Opportunity Employer M/F/D