Secretary, Criminal Justice

Advertised Position Title: 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 things 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:

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Grant Funded Position:

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