Senior Program Associate

General Description

POSTING TYPE: Open competitive
DEPARTMENT: Community Corrections
HOURS: Full-time
PREFERRED HIRING RANGE: $48,147 - $54,166 annually
FULL SALARY RANGE: $48,147 - $75,230 annually (Grade 105)
LOCATION: Northern Service Center, West St. Paul
UNION: AFSCME 450
CLOSE DATE: 4:30 pm on 4/18/2024
What you will do: The work of a Community Corrections Senior Program Associate includes answering the main phone line and greeting clients at the window, email correspondence with clients, interpreting Court orders, doing face to face intake with clients after they have been sentenced, completing data entry from scanned documents, supporting general program functions including restitution, organizing a variety of electronic documents, and completing routine and ad-hoc data entry clean-up projects and audit reports. Work also includes assisting with general office support such as purchasing, accounts payable processing, and maintaining office supply inventories. Senior Program Associates use Microsoft Office, MGA, CSTS, OnBase, Fieldware, Oracle ERP, and BCA daily to complete their work.
Community Corrections’ Mission Statement: To transform lives, promote equity and increase community safety.
Community Corrections' Diversity and Inclusion Mission Statement: As a system we are committed to dismantling institutional racism and healing historical trauma. We are moving forward as a place where inclusion, respect, acceptance, growth and teaching are expected. We will recognize our individualities. We will listen to every voice, recognize our biases, and grow towards a more equitable and inclusive culture. We will help each other learn by modeling, teaching and listening.
The current vacancy is located at the Northern Service Center in West St. Paul. Applicants for this posting may be used for filling future openings; all previous lists are abolished.This position works traditional hours and will be onsite daily until the selected applicant is fully trained. After training the position will be hybrid, allowing some telework at the discretion of the supervisor.

Minimum Qualifications

• Associates Degree in business administration, criminal justice, human services or related field AND One (1) year of progressively responsible administrative experience in an office environment.

• High School Diploma AND Three (3) years of administrative experience in an office environment.

• An equivalent combination of education and experience to equal three years.

• Experience in working with diverse populations and clients with limited English proficiency
• Bilingual skills are desirable
• High level of skill with Microsoft Office applications
• Experience in electronic databases and records management systems
• Typing ability of at least 50 wpm for some positions

Duties & Responsibilities

These examples do not include all possible tasks in this work and do not limit the assignment of related tasks in any position of this classification. Regular attendance according to the position's management approved work schedule is required for all positions.

• Serves as program or department liaison for community partners, customers, and clients in order to respond to inquiries or resolve service issues.
• Serves as a resource regarding information maintained in state and county databases, as well as tracking or updating information in state and county databases.
• Processes program information, verifies and enters information into appropriate data systems specific to program, assuring data integrity.
• Provides administrative support for multiple program areas, which may include accounting functions.
• Recommends and develops internal work methods and assists with establishing new procedures and processes to accommodate administrative and program activities.
• Coordinates initial screening for programs by assessing service needs in person or on the phone.
• Assesses applicant needs against available community resources and may assist with program application completion and submittal.
• May determine eligibility for certain programs, initiate client or provider contact.
• May provide administrative support to the department or in support of programs, including but not limited to: organize, prepare, maintain forms, documents and other program materials; maintain office equipment, call for maintenance; process incoming and outgoing mail and faxes; photocopies documents and distributes to appropriate parties.
• Performs special projects in support of department programs.
• Other duties as assigned.

• Coordinates and conducts initial intake process for correctional programs for adult and juvenile clients.
• Assesses and acts on adult and juvenile client needs including those of literacy, language and culture to ensure effective communication and comprehension.
• Creates and processes case management and program files and document case activity. Enter adult and juvenile client information into computer database.
• Interprets sentencing orders and related information to facilitate intake process.
• Refers adult and juvenile clients to appropriate internal and external resources.
• Monitors workload, complies with deadlines, and communicates with clients to track progress and compliance.
• Prepares and assists in preparation of required reports from information systems.
• Responds to requests for program and client specific information.
• Complies with confidentiality and data privacy regulations.

Knowledge, Skills & Abilities and Work Environment

• Knowledge of State, Federal and County guidelines for appropriate programs.
• Ability to deal effectively with multiple and sometimes conflicting demands while maintaining composure and professionalism.
• Ability to work effectively with clients and staff from diverse cultural and ethnic backgrounds.
• Ability to recognize and comply with HIPAA and other data privacy regulations.
• Ability to audit and reconcile various financial records for accuracy related to program services.
• Knowledge of productivity application software (Microsoft Office, etc.).
• Understanding of mission and vision of department and program operational guidelines, business practices, staff needs, and client service outcomes.
• Considerable ability to conduct research, analyze, prioritize and coordinate work according to client and agency needs.
• Ability to utilize County electronic data management system to organize and manage confidential documents in a centralized method.
• Ability to problem solve while demonstrating good judgment.
• Ability to work independently and as a team member.

• Comprehensive and affordable medical, dental, vision, and other benefits
• Excellent work-life balance
• Generous paid time off (accrual rate starts at four weeks per year)
• Eleven paid holidays each year
• Pension with a generous employer contribution
• Ability to work from home some of the time

• You submit an online application that includes supplemental questions
• We assign you a score based on your qualifications
• Top scoring candidates are referred to the hiring manager for interview consideration
• We conduct background and reference checks before hiring