Secretary, Criminal Justice

Owens Community College; Toledo (OH); On-site; USD 21,000 - 23,000; Full time

Job summary

Owens Community College seeks a Secretary to support the Criminal Justice Studies chair and Academy Manager in Toledo, OH. The role covers clerical duties, scheduling, and high-quality service to students and staff.

Key tasks include managing department files, preparing minutes, and assisting with HR forms and procurement documents. A strong office background and proficiency in Microsoft Office are required, with an emphasis on professionalism and reliability.

Qualifications

• Experience in busy office environments and secretarial support.
• Proficiency with Microsoft Office Suite and data organization.
• Strong communication, writing, and proofreading skills.
• Ability to handle confidential information and maintain records.

Responsibilities

• Provide secretarial support to CJS Chair and Academy Manager and staff.
• Coordinate scheduling, meetings, minutes, and department files.
• Manage student and staff communications and customer service duties.
• Assist with HR forms, purchasing files, and OPOTA-related tasks.

Skills

Microsoft Office Suite

Customer service

Scheduling coordination

Data entry

Education

Associate degree or two-year certificate

Tools

Banner

Blackboard

Owens digital systems

Job description

Secretary, Criminal Justice

Job Description: Provide secretarial support to the CJS Chair and Academy Manager. Provide secretarial support to CJS faculty and Academy personnel. Provide high-quality customer service to students, faculty, staff, and internal/external customers.

Essential Functions:

• Coordinates workflow through the CJS Academy office including, data collection for CJS Chair and Academy Manager, messages, mail for department staff and faculty members.
• Answering and directing telephone calls, as needed, for the CJS Chair, Academy Manager, visitors, instructors and students.
• Assists with CJS and Academy scheduling, including department, advisory and consortium meetings. Prepares meeting minutes, as needed, for meetings.
• Communicates to the CJS Advisor (s) students concerns regarding their academic plans, progress and schedule.
• Provides assistance to CJS Chair and Academy Manager in developing and maintaining routine correspondence and various department files including but not limited to, student files, book adoptions, purchase order files, graduate files, forms, handouts, syllabi, correspondence files, time-off requests, time sheets, etc.
• Upon CJS Chair revision and approval of syllabi, the final syllabi, for each semester, will be maintained and recorded in the College/SBHP records retention policy system.
• Creates and maintains student files until graduation, includes all completed Academy records/documents required by OPOTA timelines.
• Provides assistance to CJS Chair for employee forms (ER/EPAF), load reports, and other required HR forms for full-time and adjunct faculty members in the CJS program.
• Greets and assists CEP and CJS department visitors, potential students, current students, et cetera.
• Handles interactions and situations in a professional manner and refers visitors to appropriates staff or resources.
• Alerts CJS chairperson and Academy manager to potential problems/concerns from CJS operations and personnel.
• Assists with preparation of general data for CJS, Academy, SBHP and / or College needs as directed by CJS Chair.
• Prepares OPOTA and miscellaneous department certificates, invitation and graduation materials.
• Prepares OPOTA application process packets and assists the Academy Manager with the academy application process.
• Monitors and orders office and miscellaneous supplies as required for program.
• Submits work orders for repair of office equipment and maintenance repairs in need for the CJS program and CEP.
• Receives requests events from the Academy Manager for scheduling Police Academy events and prepares/gathers resources for such.
• Assists the CJS chairperson and Academy manager with the maintenance of course schedules and posts class cancellation notices at the direction of the chairperson per Owens guidelines.
• Assist the Academy manager with the scheduling of firing range events.
• Other related duties as assigned. Serves on committees as needed.

Knowledge, Skills, and Abilities:

• Working knowledge of Microsoft Office Suite.
• Knowledge of budget and fiscal responsibility.
• Knowledgeable of general office duties, telephone etiquette, and professional customer service relations.
• Proficiency with email and use of office equipment.
• Typing, writing, proofreading, filing, and computer skills.
• Manual collating of materials.
• Excellent organization and communication (oral and written) skills.
• Strong customer service and interpersonal skills.
• Skilled in the creation, maintenance, and revision of spreadsheets, charts and other documents needed by the CJS and Academy programs.
• Anticipation of and planning for recurring activities.
• Ability to prioritize tasks and manage multiple in-process task simultaneously.
• Ability to make decisions by using Owens, SBHP, and program policies and procedures.
• Ability to stay focused and on task in a busy environment.
• Ability to handle high stressful situations with professionalism and composure.
• Work effectively with others throughout college community to deliver student services and serve the public safety community.
• Work with minimal supervision.
• Conduct research and find answers to questions.
• Ability to learn criminal justice policies and procedures.
• Ability to learn to use Owens digital systems.
• Ability to learn O.P.O.T.A. accreditation, policies, and procedures.
• Professional in appearance and demeanor.
• People orientated, Team orientated, Dependable, Reliable, Flexible, Adaptable, Initiative, Innovative.
• Must be ethical and have integrity.
• Open to learning new items and continuing with education/training.

Minimum Requirements:

• Up to one year of specialized or technical training beyond high school.
• Above average communication skills.
• Experience working in a busy office for at least one year as a secretary.
• Ability to work well under pressure.
• Must be computer literate and have expertise in working with Microsoft Office Suite and other computer software programs, ability to create graphs and charts.

Preferred Requirements:

• Associate degree or two-year technical certificate.
• Office Administration and/or management, Blackboard or comparable collegiate application, Banner (or comparable), three years experience.

Union Position: Owens Support Staff Union Job Classification: Staff Duty Days: 260 Days Work Schedule: Monday through Friday Grant Funded Position: No - Not Grant Funded FLSA Status: United States of America (Non-Exempt) Pay Basis: Hourly Hiring Range $15.38-$17.31

More than 1,380 full- and part-time employees contribute to Owens' success. A competitive benefit package and challenging work environment allows Owens to attract the most qualified individuals to support the College's mission.

Founded in 1965, Owens continues to offer an affordable, quality education to those who are seeking an associate degree, continuing education courses and professional development.

The Owens Community College Toledo-area Campus covers more than 280 acres and is located just five minutes from downtown Toledo. The Findlay-area Campus is located at 3200 Bright Road in one of Ohio's most progressive cities. There are many job opportunities available on both of our campuses.

Owens Community College is an Affiantative Action/Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans and persons with disabilities.

In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Owens Community College, please call [phone] or email [e-mail]