Job Information
Department of Public Safety & Correctional Services Office Secretary III in Cumberland, Maryland
To provide clerical support to the VAC Office including routine and specialized secretarial services. The main purpose of this position is to maintain records, process paperwork, receive correspondence/schedule appointments and to aide in the development of plans for the effective operation of the volunteer/intern program and to organize special events and activities. This position deals with administrators, custody, and support staff on a daily basis. Additional duties of this position include purchasing/receiving supplies for programs/events.
Volunteer/Intern Program - Special Events and Activities - Inmate Programs 40%
Receive telephone calls and visitors; answer routine inquiries and take messages; exercise
and maintain confidentiality and judgment in securing or providing information to
outsiders.
Maintain and prioritize the VAC calendar.
Compose letters and memos for the VAC office.
Establish and maintain effective working relationships with superiors, subordinates,
representatives of other organizations, and the general public.
Ensure courteous, tactful public relations and comply with established laws, rules and
regulations; Designates inquiring parties, i.e.; news reporters, journalist inquiring
information regarding inmates to administration / public information officer in the absence
of WCI Public Information Officer.
Prepare Consent for Media Interview form to be completed prior to an inmate being
interviewed, photographed or videotaped. Screen all inmates for victim notification.
Schedule appointments for tours and special events.
Relieves the supervisor of operational details by assembling, compiling and summarizing
data into a concise form and preparing reports.
Revise / maintain VAC Office ID and DCD manual.
Prepare and distribute institutional entries.
Process purchase orders requisitions pertaining to institutional functions for staff and
administration and inmate programs.
Assist in planning special events and presentations for volunteers and staff.
Prepare WCI Proposal Form for Special Events/Activities for signature/approval.
Assist in the reviewing and editing of the Western Correctional New Network (WCNN);
order supplies for the inmate news broadcaster. Assist in collecting information approved
by administration to be aired and viewed by the inmate population.
Receive calls from outside sources to assist in planning / scheduling inmate work detail for
community projects utilizing medium security inmates.
Maintains and updates registered volunteer files; updates monthly volunteer list for
distribution.
Responsible for corresponding with registered volunteers to schedule appointment to
update ID Badge to be replaced every 5 years.
Trained to accurately complete and submit inmate monthly payroll.
Responsible for maintaining OBSCIS (Offender Based State Correctional Information
System) training for VAC department.
Completed NCIC Limited Access Course C5-Meters training to process request for
criminal background checks.
Prepare agenda and assemble material for Volunteer/Intern Orientation.
Assemble material and prepare speeches for Special Event and Ceremonies.
Responsible for corresponding with Department of Corrections Training Center to
schedule Volunteer/ Intern training.
Assist in planning and implementation of inmate program.
Compile inmate infraction history, traffic and classification data information to ensure all
rules according to the Institutional Directives are followed to determine eligibility to
participate in inmate programs.
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