Secretary (Associate Warden’s Secretary)

Full Job Description

Corrections professionals who foster a humane and secure environment and ensure public safety by preparing individuals for successful reentry into our communities.

To be considered for the position, you must meet the following qualification requirements: Education: GL-06 and GL-07: As a general rule, education is not creditable above GL-05 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.

OR Experience: GL-06 and GL-07: You must have at least one year of specialized experience equivalent in difficulty and complexity to the next lower grade level.

To be creditable, this experience must have equipped the applicant with the particular qualifications to perform successfully the duties of the position, and must typically be in or related to the position to be filled.

Some examples of this qualifying experience are: GL-06: Experience receiving visitors, determining the nature of the requests, personally providing the information desired when it is of a routine or procedural matter.

Experience receiving, distributing, and routing incoming/outgoing correspondence, screening material prior to distribution to the appropriate person and establishing suspense due dates.

Experience in the preparation in draft and/or final form of material such as, memoranda, letters, reports, requests, etc., as assigned.

Experience in setting up and maintaining logs showing the status of actions and correspondence.

GL-07: Experience in following up on committee actions where indicated, including typing and distributing committee docket sheets, processing committee actions, and distributing copies to all concerned.

Experience in scheduling and confirming a supervisor’s appointments, special events and conferences and ensuring that the supervisor is fully briefed on the matters to be considered before the scheduled meeting in addition to resolving conflict in schedules whenever feasible.

Experience in serving as an advisor/mentor to other institution secretaries on procedural matters such as correct procedures to follow in preparing correspondence.

Experience in managing the institution's congressional response file, to include receiving all congressionals, identifying appropriate official responsible for response, suspending each congressional and following-up on late responses and proofing responses before forwarding to supervisor for review.

If applicable, credit will be given for paid and unpaid experience. To receive proper credit, you must show the actual time (such as the number of hours worked per week) spent in activities.

**Your eligibility for consideration will be based on your responses to the questions in the application.** Major Duties:

Receives visitors, determines the nature of the requests, personally providing the information desired when it is of a routine or procedural matter, before referring them to the Associate Warden.

Maintains supervisor’s calendar, takes request for appointments with supervisor and staff. Serves as a liaison to the Associate Warden, personally processing requests.

Responsible for the preparation in draft and/or final form of material such as memoranda, letters, reports, requests, etc., as assigned.

Along with all other correctional institution employees, incumbent is charged with responsibility for maintaining security of the institution.

The staff correctional responsibilities precede all others required by this position and are performed on a regular and recurring basis.