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Administrative Support Sup - Deer Lodge, MT #6442765

Company: State of Montana

Date: 06/14/2019

Category: Printing / Publishing

City: Deer Lodge, MT

Administrative Officer (64122001)


MISSION:


The Montana Department of Corrections staff enhances public safety, supports the victims of crime, promotes positive change in offender behavior, and reintegrates offenders into the community. If you're looking for an opportunity to affect positive change in the community and at work explore the opportunities available to you through the Montana Department of Corrections. You may be the person we've been looking for to join our team as well!


BENEFITS:


Your paycheck is just part of your total compensation package! Upon date of hire, employees are eligible for state paid premiums toward employee “core” medical, dental, and basic life insurance coverage. Dependent coverage and supplemental options are also available. Employees earn 15 working days of annual leave, 12 days of sick leave and 10-11 paid holidays each year. Membership in a Retirement System with a state contribution begins upon the first day of employment (vesting criteria applies). Flexible schedules may be considered.


NOTICES:


The Montana Department of Corrections is an Equal Employment Opportunity Employer. As such, women, minorities, and individuals with disabilities are encouraged to apply.


If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.


Materials submitted but not requested will not be considered in the selection process.


PRISON RAPE ELIMINATION ACT OF 2003– Any person who has been convicted of engaging in or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or any person who has been civilly or administratively adjudicated to have engaged in the activity as described are not qualified for this position.


Tobacco Free - Use of all tobacco products, including smokeless tobacco products and tobacco substitutes in Department of Corrections buildings, is prohibited. In secure care facilities possession of tobacco products is also prohibited.


POSITION SPECIFIC INFORMATION:


Supplemental Questions: You will be required to provide a written response to the following questions and attach your responses to your application. Failure to do so may be cause for your application to be considered incomplete.


  • Question 1:* Please describe your experience working in an executive level.


  • Question 2:* Please describe your experience working with difficult individuals.


  • Transcripts:* You will be required to provide official /or/ unofficial transcripts when applying for this position. If you provide unofficial transcripts, official transcripts may be required at a future time.

DUTIES AND RESPONSIBILITIES:


Responsible for coordinating all activities of the Warden's Office so that it runs in accordance with institution policies and the Department Mission Statement.


The incumbent serves as liaison for the prison between the Director's Office, Governor's Office, state and federal agencies, legislators, wardens, administrators, and superintendents of state institutions, and the public. Requires knowledge of Corrections best practices and theories, state laws, policies of the Department, public relations and communication theories and methods.


Sets the priorities for all requests coming to the Warden's office, both internally and from outside the agency. Manages and coordinates the Warden’s schedule to ensure effective allocation of time and resources to internal and external issues.


Determines through research and current correctional standards proper action needed for such items as funding, legal and supervisory authority and the appropriate departmental area of responsibility.


Authorizes necessary action and delegates authority to appropriate staff.


Serves as a point of contact with national and international agencies handling requests for services and information responding in an appropriate manner.


Monitors and reviews the legislative bill tracking system and advises the MSP Warden, program managers and other management staff with accurate information regarding proposed legislation and progress of that legislation that may impact the Department or MSP.


Assists the Warden and other management staff in reviewing new bills to determine impact on the Department/Montana State Prison, using knowledge of all agency programs, ability to communicate with program administrators and analyze changes proposed in the legislation.


Maintains constant contact with the Warden, program managers, department heads, administrators and legal staff to stay informed of emerging issues, program changes, innovations and scheduled events.


Coordinates daily operation of the Warden's Office building.


Reviews and analyzes resource needs of Warden's office.


Coordinates office management and support programs, processes, and services to support ongoing Warden’s office operations and program delivery. Provides administrative support for the Warden.


Schedules all travel arrangements, training requests, conference calls and business meetings for the Warden.


Coordinates document reviews, revisions, and signatures; reproduction; and dissemination as requested.


Provides support to executive committees, advisory boards, task forces, and other decision-making bodies.


Ensures availability of information, facilities, schedules, and other necessities. Responds to technical or procedural questions, researches and compiles requested information, develops reports and summaries.


Coordinates and provides customer service to office staff, agency representatives, members of the public, and other visitors to ensure courteous and efficient responses to inquiries and requests for assistance.


Ensures consistent messaging on policies, procedures, and statutes.


Drafts, proofs, and finalizes correspondence for signature by department managers as requested.


SUPERVISORY DUTIES:


Supervises support staff in the Warden's office and Word Processing Department by hiring, training, outlining work tasks and timelines and evaluating the subordinates' performance. Responsible for discipline and leave approval.


Oversees staffing and workload for Warden‘s office and Word Processing Department, insuring staff are provided training.


Delegates administrative support workload and coordinates shared duties for Warden's office administrative support by utilizing knowledge of the Department, priorities, communication and supervisory skills.


OTHER DUTIES AND SPECIAL PROJECTS:


Liaison between Department and federal and state American Civil Liberties Union chapters, as well as United States Department of Justice. As site visit facilitator, incumbent must:


Must be prepared to assist with public information requests with little or no notice.


Gather, prepare and present documentation to support compliance with the settlement agreements with various organizations.


Assist subject matter experts dealing with these organizations.


Prepare and provide specific information requested as a part of these site visits.


Prepare internal release of information.


Coordinate and assist with facility PIO’s and administrators.


Notify inmates of upcoming site visits by these organizations.


Incumbent serves as the Reserve Victim Information Officer on short notice.


Handles Department/prison communications both intra and interagency and with the public with important legal implications.


Gathers and prepares information for response to interrogatories for legal proceedings at the request of staff attorneys, Attorney General's Office, Department of Justice, and ACLU.


Handles deposition arrangements for attorneys by scheduling staff for deposition if necessary, coordinating staff shifts to ensure minimal overtime while facilitating a smooth process for visiting attorneys and guests.


Disseminates letters, memos, correspondence to MSP staff, other departments, and the public for seamless security and communication.


Designs, formulates, and implements special projects assigned by the Warden.


Conducts research associated with and serves as liaison for special duties as required.


Approves expenditures for Warden's Office.


(The specific statements shown are not intended to be all inclusive).


Minimum Qualifications:


Requires an Associate degree in Office Administration, Secretarial Science , Executive Assistant, Public Administration, Human Resources, or Business Administration and at least 3 years of job-related experience with 2 years supervisory experience. Other combinations of education and experience will be considered on a case-by-case basis.


Job: *Office/Administrative/Clerical


Title: Administrative Support Sup


Location: Deer Lodge


Requisition ID: 19141405


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