Secretary 2

Definition

Performs administrative support duties of moderate to considerable complexity and diversity for one or more managers, administrators or program specialists; performs related work as required

Description of work

• Coordinates the Fort Des Moines waiting list for incoming clients from jails (Statewide)/ institutions(Statewide)-Corresponds with jails (Statewide)/institutions (Statewide) on travel arrangements.

• Keeps track of the waiting time to enter the Fort Des Moines Correctional Facility and answers those questions from the public and law enforcement. There is a spreadsheet for the District that is updated and monitored.

• Approves or denies clients coming from the institutions.

• Approves all clients ordered to the Fort Des Moines Correctional Facility and ensures their placement on the list.

• Assigns all incoming clients probation officers while they are residing at Fort Des Moines Correctional Facility.

• Generates intake paperwork for incoming clients and makes packets. Once those are filled

out, they are put into the client's ICON attachments.

• Keeps COVID-19 spreadsheet updated for clients within the facility.

• Coordinates with outside nurse for incoming clients.

• Responsible for updating ICON once clients enter the Fort Des Moines Correctional Facility for accurate information.

• Updates ICON once the Fort program is completed successfully or unsuccessfully.

• Federal files for incoming clients prepared and documents pulled from R3M

• Creates ICON numbers for any Federal clients coming to the Facility if needed and generate a transfer instances in ICON.

• Monitors and updates Federal client spreadsheet

• Update ICON once Federal clients arrive at the Fort Des Moines Correctional Facility for accurate information.

 -Adds all incoming clients into the phone system.

• Removes clients from the phone system upon leaving the facility.

• Runs NCIC for visitors

• Adds visitors in client's ICON contact list.

• Keeps and monitors a running spreadsheet of visitors.

• Adds any fees into the fee system if necessary.

• Notarizes and sends escape packets to the Country Attorney's Office

• Notarizes any other type of documentation that needs a notary.

• Collects client money orders and checks via the safes at all three building locations.

• Distributes the checks once a week to each Residential Officer desk.

• Responsible for at least one EDMS shift to monitor and distribute notifications.

• Answer phone calls

• Responsible for ordering any supplies staff may need.Experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;

OR

post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;

OR

completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required general office experience;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

employees with current continuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 1.

For additional information, please click on this link to view the job description.