Overview
Executive Assistant Jobs in Louisville, KY at The Brook Hospital – KMI
Class Definition
GENERAL STATEMENT OF DUTIES: Within the Department of Corrections (DOC), to serve as the sole confidential assistant to a Warden; to relieve the Warden and/or their designee of routine and reoccurring high level administrative duties and responsibilities which are directly related to the safety and security of a correctional facility; to administratively represent the Warden and the facility when communicating with staff, Assistant Directors, the Director’s Office, outside agencies, and the public; to provide staff administrative support and manage the office of the Warden; and to do related work as required.
SUPERVISION RECEIVED: Works under the general direction of a Warden and their designee, as assigned, with considerable latitude for the exercise of initiative and independent judgement; work assignments are subject to review for results obtained as well as conformance to the departmental mission statement, policies and standard operating procedures.
SUPERVISION EXERCISED: As assigned, may supervise and review the work of clerical support staff.
Illustrative Examples of Work Performed
Within the Department of Corrections (DOC), to serve as the sole confidential assistant to a Warden; to relieve the Warden and/or their designee of routine and reoccurring high level administrative duties and responsibilities which are directly related to the safety and security of a correctional facility; to administratively represent the Warden and the facility when communicating with staff, Assistant Directors, the Director’s Office, outside agencies, and the public; to provide staff administrative support and manage the office of the Warden; and to do related work as required.
To administratively coordinate the work of the office of the Warden.
To provide staff administrative support so they are able to perform their job effectively.
To act on behalf of the Warden and be responsible for obtaining information from Superior Officers and other units.
To provide information and/or material requested by DOC administrators.
To generate correspondence, maintain records, and produce reports such as facility furloughs, quarterly absenteeism reports, Limited English Proficiency (LEP), Use of Force, monthly training reports, staff probationary reports, Capital Project Supervision, inmate grievances, inmate disciplinary reports, Prison Rape Elimination Act (PREA) reviews, programs listing, and monthly incident reports in accordance DOC policies.
To prepare and maintain the inmate programs report and class schedule.
To produce finished correspondence from written drafts, verbal instruction or recorded work; to keep, prepare and publish notes or minutes of meetings and conferences.
To independently compose a wide range of routine and unique correspondence such as the correctional facility’s media pamphlet, religious dietary rosters, and inmate visitation suspension notices.
To prepare conference agendas for the Warden.
To arrange and/or attend meetings and conferences involving state officials, facility staff, the public and the Warden.
To take meeting minutes as designated.
To coordinate and direct work within the facility with the authority and limitations specified by the Warden.
As assigned, to exercise delegated authority to assign work to staff and ensure its completion.
To oversee and direct inmate porters in the performance of their duties.
To gather general information relating to inmate life, visitation, inmate accounts, Records & Identification, and respond to inquiries of an administrative nature which may relate to department policies and procedures.
To schedule and organize authorized business trips.
To independently solicit approved MPA vendors for equipment and order facility-specific supplies, equipment, furniture and to submit requisition orders and critical expense justification forms for requested items.
To initiate and process sex offender notification documentation prior to offenders’ release into the community.
To process security clearance requests for professional visitors.
To coordinate DCYF Parent/Child visitation with assigned caseworker(s).
To maintain staff, inmate, and miscellaneous administrators’ files and ensure and maintain the confidentiality and security of such files.
To maintain perpetual audit report tracking, ensure all audits are conducted as scheduled and prepare and submit corrective action responses based on submitted reports.
To maintain and update the annual post order and specific operating procedures (SOP) schedule.
When activated to respond to an emergency/drill, to respond to the designated command center and assume the position of a recorder.
To participate in corrections and/or emergency response related training and/or seminars.
To perform a variety of confidential and/or law enforcement sensitive tasks.
To assist in processing administrative payroll.
To do related work as required.
Required Qualifications for Appointment
KNOWLEDGE, SKILLS AND CAPACITIES: A thorough knowledge of office methods, practices, and procedures particularly as they relate to a correctional and/or law enforcement environment; high level of proficiency with Microsoft Office suite and Outlook; ability to organize and prioritize a variety of projects, deadlines and schedules simultaneously under minimal supervision; ability to take initiative and be creative in solving problems; demonstrated commitment to innovation, teamwork, flexibility and integrity; a thorough knowledge of business English; advanced knowledge of a variety of automated office equipment; the ability to communicate effectively and professionally both verbally and in writing; the ability to gather information, maintain records and produce reports; demonstrated research and writing skills; ability to summarize and collate key concepts from a variety of sources, fact checking abilities; a familiarity with the principles and practices of an adult correctional institution; skill in composing and transcribing correspondence, letters, communications, reports and minutes; the ability to independently manage a wide range of confidential administrative details; the ability to understand, follow and communicate complex written and verbal instructions; the ability to establish and maintain effective working relations with other units, state departments or agencies, public and private organizations, departmental staff and the public at large; the ability to recognize and respond to facility issues and priority setting situations; ability to work effectively and professionally, both independently and within a team environment; and other related capacities and abilities.
EDUCATION AND EXPERIENCE:
Education: Graduation from a college of recognized standing with an associate degree in a related field; and
Experience: At least three (3) years of employment experience in a responsible administrative support position including the performance of difficult and complex clerical duties and the independent handling of confidential law enforcement details.
Or, possession of a high school diploma and at least six (6) years of employment in a responsible administrative support position including the performance of difficult and complex clerical duties and the independent handling of confidential law enforcement details.
Supplemental Information
This position will report to the Deputy Assistant Director Adult Services (Warden) at the RIDOC Intake Services Center.
Preferred experience: Experience handling confidential law enforcement details or legal office experience. Microsoft Office suite experience. Experience with accurate note taking and meeting minutes.
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Title: Executive Assistant
Company: The Brook Hospital – KMI
Location: Louisville, KY
