Administrative Aide - Juvenile Detention Center

Job Description

Under the supervision of the Juvenile Detention Center Superintendent, provides a variety of administrative and clerical support services for the staff and programs of the Detention Center.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides all clerical/technical support for the staff and programs of the Juvenile Detention Center.

• Prepares monthly schedules for staff, ensuring that proper ratios of staff to residents are maintained at all times; contacts on-call staff to cover unplanned staff absences.

• Collects time reports from all Detention Center employees, codes and enters data for biweekly payroll, and ensures that employees receive appropriate rates of pay for hours worked in temporary assignments in other classifications.

• Monitors hours worked by regular and temporary part-time employees to ensure that maximum authorized hours are not exceeded.

• Purchases operating and office supplies, resident clothing, toiletries, personal hygiene products and other goods and services for the Center.

• Provides resident health insurance data to providers for billing of medical services and processes bills for Superintendent authorization.

• Prepares and processes a variety of financial transaction forms, including monthly p-card statements, purchase orders, budget adjustments, and invoices.

• Prepares and transmits work orders for maintenance and repairs to Facilities Management; tracks work order disposition.

• Drafts correspondence as requested.

• Prepares a report required for Michigan Department of Education/National School Lunch Program.

• Performs other functions as assigned.

Required Education, Training and Experience

High school diploma combined with some post-secondary training in business information systems, accounting, business or other commercial field combined with two (2) years of progressively responsible experience in clerical/administrative office support, or an equivalent combination of education, training and experience. Specific experience in a secure juvenile treatment facility strongly preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Working knowledge of the juvenile justice system, Ottawa County Juvenile Services programs and Juvenile Detention Policy and Procedure.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Good working knowledge of office and records management principles and practices.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet, desktop publishing, and database management applications software.
• Good working knowledge of office operations and standard business practices.
• Accurate mathematical skills.
• Good organizational skills and the ability to prioritize the workload.
• Good interpersonal skills and the ability to work collaboratively in a team environment and maintain confidentiality.
• Excellent written and verbal communications skills.

Job Description

Under the supervision of the Juvenile Detention Center Superintendent, provides a variety of administrative and clerical support services for the staff and programs of the Detention Center.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides all clerical/technical support for the staff and programs of the Juvenile Detention Center.

• Prepares monthly schedules for staff, ensuring that proper ratios of staff to residents are maintained at all times; contacts on-call staff to cover unplanned staff absences.

• Collects time reports from all Detention Center employees, codes and enters data for biweekly payroll, and ensures that employees receive appropriate rates of pay for hours worked in temporary assignments in other classifications.

• Monitors hours worked by regular and temporary part-time employees to ensure that maximum authorized hours are not exceeded.

• Purchases operating and office supplies, resident clothing, toiletries, personal hygiene products and other goods and services for the Center.

• Provides resident health insurance data to providers for billing of medical services and processes bills for Superintendent authorization.

• Prepares and processes a variety of financial transaction forms, including monthly p-card statements, purchase orders, budget adjustments, and invoices.

• Prepares and transmits work orders for maintenance and repairs to Facilities Management; tracks work order disposition.

• Drafts correspondence as requested.

• Prepares a report required for Michigan Department of Education/National School Lunch Program.

• Performs other functions as assigned.

Required Education, Training and Experience

High school diploma combined with some post-secondary training in business information systems, accounting, business or other commercial field combined with two (2) years of progressively responsible experience in clerical/administrative office support, or an equivalent combination of education, training and experience. Specific experience in a secure juvenile treatment facility strongly preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Working knowledge of the juvenile justice system, Ottawa County Juvenile Services programs and Juvenile Detention Policy and Procedure.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Good working knowledge of office and records management principles and practices.
• Computer literacy, including thorough working knowledge of word processing, spreadsheet, desktop publishing, and database management applications software.
• Good working knowledge of office operations and standard business practices.
• Accurate mathematical skills.
• Good organizational skills and the ability to prioritize the workload.
• Good interpersonal skills and the ability to work collaboratively in a team environment and maintain confidentiality.
• Excellent written and verbal communications skills.

This position receives a generous paid time off package which includes 20 days of vacation/floating holiday days (21 days for Juvenile Detention) plus 6 days sick time and 8 paid holidays (7 paid holidays for Juvenile Detention).
This position is benefited and is in the Ottawa County Juvenile Court Employees Association bargaining unit.
Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary (Download PDF reader) for more information.
The current Ottawa County Juvenile Court Employees Association collective bargaining agreement can be viewed here. The pay scale can be found here. (Download PDF reader)