Overview
Secretary (Captain’s Secretary) Jobs in Miami, FL at US Justice, Bureau of Prisons/Federal Prison System
JOB SUMMARY: At the direction of the Director of Public Safety, assist in coordination of the day-to-day Public Safety information flow and project administration, while emphasizing positive interaction with tenants, vendors, and employees.
CORE FUNCTION & RESPONSIBILITIES
Answers, screens, and routes telephone calls. Resolves routine and non-routine administrative problems and general inquiries. Greets and directs visitors, as appropriate, concerning activities and operations of department/division.
Arrange meetings, conferences and schedules appointments. Performs other duties related to maintaining one or more individual calendars. Coordinates travel arrangements, ensuring efficient usage of time. Manages small scale event planning. Processes related expenses.
Maintains/updates lists, organizational charts, employee contact information, department newsletter, etc.
Assists with new hire application process, onboarding and training coordination. May act as office/department safety contact and provide support to business continuity work.
Receives and responds to correspondence (some of which may be confidential) proofreads, revises, and edits other materials for accuracy, thoroughness, and appropriateness.
Provides support to compliance-related work, to include records retention, reconciliation, and auditing work.
Prepares, organizes, maintains, and retrieves documents, to include scanning and online archiving.
Sorts, screens, and distributes incoming and outgoing mail prepares photocopies, and operates a variety of office equipment.
Maintain various statistical spreadsheets including monthly safety statistics for Easton Town Center, Gateway, Easton Association, and Urban District properties.
Process letters and correspondence to trespassed/barred individuals.
Manage activity within the parking enforcement database. Includes providing authorized access level to all Security staff, managing office tenant compliance, processing paid parking citations either in person or via mail, voiding parking citations as needed, assist with customer’s complaints, and accessing reports as needed.
Assist with property subrogation and personal injury, property damage, insurance claims for Easton Town Center, Gateway, Easton Association, Urban District, i.e., copying, distributing, tracking, and filing.
Inventory, order and maintain all supplies within the security department including, office supplies, first aid supplies, maintaining safety staff’s uniform ordering and inventory.
Participates in orientation and associate development programs for new and established personnel including, but not limited to, personnel administration, maintaining personnel training files and records, safety staff timesheets/payroll and/or any other additional human resource paperwork as needed.
Processes police special duty invoices/payroll.
Assist with and completes projects as assigned by the Director of Public Safety.
Assists management with the preparation and processing of the Center’s Safety Operating Budget and proper coding. Process purchase order requests of all department invoices in preparation for Director’s approval.
Have knowledge of all current Safety Standard Operating Procedures and emergency procedures assigned to the property and calmly react to emergencies and activities throughout the Center.
COMPETENCIES
Customer Service
Confidentiality/Discretion
Analytical
Communication proficiency
Highly organized
Conflict Resolution
Detail Oriented
Multitask
WORK ENVIRONMENT
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
TRAVEL
Occasional travel may be expected for this position.
THE ESSENTIAL REQUIRMENTS OF THE JOB INCLUDE
High School diploma, associates degree or higher preferred
3-5 years’ administrative support experience
Experienced at appropriately handling highly sensitive and confidential materials/matters
Excellent organizational, time management and project management skills
Advanced PC skills with Excel/Word/PowerPoint, Teams, Outlook etc.
Excellent communication skills (written and verbal)
Ability to work independently
Should be able to multi-task, and interact with a range of staff, departments, and levels of organization
Resourcefulness & Discretion
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Title: Secretary (Captain’s Secretary)
Company: US Justice, Bureau of Prisons/Federal Prison System
Location: Miami, FL
