Administrative Officer - Detention

Serves in the capacity of administrative support for the Facility Administrator and Assistant Facility Administrators. Performs a variety of clerical and support functions. Maintains accurate records for a variety of administrative and operational functions within the detention facility. Operates office equipment and machines. Responsible for school enrollment for all residents at the Oklahoma County Juvenile Center. Reports necessary information to Oklahoma City Public Schools (OKCPS) including, but not limited to, changes in housing units/teachers and releases. Enters information in the Juvenile On-Line Tracking System (JOLTS) as assigned, to include quick beds. Maintains records necessary for American Correctional Association (ACA) accreditation and Office of Juvenile Affairs (OJA) Licensing. Prepares correspondence, forms, memorandums and reports. Assists in gathering documentation and other preparation for ACA and OJA audits. Coordinates and collects donations for employee fundraisers and Detention Officer of the Month for the employee newsletter. Initiates purchasing of supplies and equipment for detention, including supplies for medical, kitchen, detention staff, and residents. Stocks supplies for detention weekly and maintains a weekly inventory. The AO has three (3) business days to complete a purchase order request. If the purchase order request exceeds three (3) business days, the AO must advise the Assistant Facility Administrator of the delay. Prior to completing a purchase request, the Assistant Facility Administrator must review all purchase orders for budgetary tracking. The Facility Administrator must approve all purchase requests. Initiates, conducts, and maintains records of all health, fire, and safety inspections as required by City, State and licensing authorities. The AO will complete weekly fire and health inspections and submit their findings to the FA for review. Conducts monthly emergency drills to ensure detention staff are aware of the proper procedures in handling emergency events. Plans and coordinates mock drills with the supervisors to ensure staff are receiving hands on training in critical incidents. Maintains a log of all emergency drills and mock drills. Responsible for control of chemicals used in detention. Maintains compliance with all applicable health standards. Ensures chemicals are available for staff use and an accurate inventory is maintained. Assists in the duties of Fleet Manager for the Juvenile Detention Center in accordance with policy 1.8 “Use of County Vehicles.” Ensure that each vehicle is equipped with a first aid kit, fire extinguisher, and reflective warning triangles at all times. Ensures that each vehicle is driven a minimum of two (2) times each week to maintain proper maintenance and battery charge as well as sufficient gasoline. Ensure routine cleaning of the vehicle(s), making sure they remain free of excess trash or personal items. Maintains the orderliness of the vehicle sally port, where the residents’ personal property is stored. Ensures that all property is inventoried and secured in an assigned locker. The AO will ensure the property binders are up to date and has the correct property sheet (D4 Form) in the correct locker assignment for each resident. Assigns orientation staff a personal property locker. Maintains a log of all assigned lockers and combinations. Responsible for key and tool control. Requests replacements for broken keys within two (2) business days. Updates key assignment list. Maintains an inventory of radios in good working condition to meet facility needs. Conducts staff training in evacuation plans and emergency drills and otherwise as needed. Orders, maintains, and issues employee uniforms. Provides coverage for/assistance to other clerical staff. Experience Ability to type from rough copy or dictation, possessing knowledge and skills pertaining to the use of the English language, punctuation and grammar rules with good spelling, punctuation and grammar. Must possess ability to utilize Windows and Microsoft Office PC software. Ability to perform duties in a manner which effectively meets and communicates with the public and co-workers; to understand and follow agency policies and procedures and written and oral instructions. Skill in establishing and maintaining effective working relationships with others; in handling confidential work with tact and discretion; and in dealing tactfully with the public. Ability to determine the most efficient method for completing tasks and ensure the accurate and timely completion of projects with little instruction. Ability to work independently with a high degree of organization and time management skills. Must be able to exercise independent judgement, which is in line with the policies and procedures of the OCJB. Must be able to read, write, and have the ability to understand and process the spoken and written word. Education Required High school diploma or equivalent and two (2) years of secretarial experience or any equivalent combination of education and experience. Applicants who possess experience in ordering/inventorying processes may be given preference. Applicants who possess experience in a detention or similar institutional environment may be given preference. Oklahoma County is an Equal Opportunity Employer #J-18808-Ljbffr Oklahoma County