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Assistant Office Coordinator – Westmoreland County Prison

OVERALL OBJECTIVE OF JOB:To provide administrative and secretarial support to the Warden and assists in tracking and entering payroll for the department. ESSENTIAL FUNCTIONS OF JOB:Provides assistance to Warden in distributing work tasks and information to the Deputy Wardens, Lieutenants and Sergeants.Assists the Office Coordinator with duties as needed.Assist in a variety of administrative and secretarial projects and duties as assigned.Assists and prepares a variety of documents, memos, emails, lists, and policies.Assists in entering work hours for department and submits biweekly payroll. Maintains copies of payroll detail and related documents.Assists in maintaining department files, lists and records with accuracy and in accordance with required policies and procedures.Maintains confidential employee and medical files and computer data bases.Answers telephone inquiries concerning operations and procedures of the Prison.Assists and charts employee attendance patternsSorts and distributes daily office mail.Interacts with various internal departments as well as external government agencies, vendors, clients, etc.OTHER DUTIES OF JOB:Attends meetings, trainings and seminars as required.Performs other office and clerical tasks as necessary in the absence of other Office Coordinator.Performs other job related duties in support of several departments as assigned and required.SUPERVISION RECEIVED:Receives some supervision or instruction by the Warden, Deputy Wardens. Receives frequent supervision from Office Coordinator. SUPERVISION GIVEN:NoneWORKING CONDITIONS:Works with average indoor exposures to moderate temperatures, and typical office noises.Works with average exposure to dust and dirt.Works with moderate stresses, subject to frequent disruption.PHYSICAL/MENTAL CONDITIONS:Must be able to pay close attention to detail and concentrate in a moderately stressful environment.Must possess the ability to record, convey and present information to the general public, explain policies and procedures and follow instruction.Must be able to sit and stand intermittently throughout the work day, with occasional walking, twisting, bending, stooping, overhead reaching and grasping.Dexterity requirements range from fine manipulation of hands/fingers to coordinated movement of feet/legs/torso to carry out job duties.Sedentary work, with occasional lifting/carrying of objects with a maximum weight of up to 10 pounds.QUALIFICATIONS:To do this job successfully, an individual must be able to perform each essential duty satisfactorily.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.EDUCATION/TRAINING:High School or Equiv. in General Studies is required. WORK EXPERIENCE:1-2 years of previous office and administrative secretarial experience, some supervisory experience; or any acceptable combination of experience, training and education KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:Must be able to speak and understand the English language and to follow oral and written instruction.Must possess the ability to function independently, have flexibility and the ability to work effectively with the general public and co-workers.Must possess effective interpersonal and communication skills.Must possess the technical knowledge to operate a computer at an intermediate skill level and use other office equipment to perform job duties.Must possess the ability to make independent decisions when circumstances warrant such action.Must possess the ability to follow instruction and complete required forms and documentation without error.Must possess the ability to maintain and organize files as required by several departments.Must possess knowledge of office procedures, best practices and methods.
Source: Employment in Westmoreland

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