Administrative Assistant - Deer Ridge Correctional Institution

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• Provide clerical and administrative support for the Director of Corrections Education at Deer Ridge Correctional Institute to include work orders to facilities, maintenance and technology.
  • Screen mail, telephone calls and potential visitors by providing information, resolving problems and responding to complaints on behalf of the Director.

• Perform fiscal responsibilities to include maintaining invoices, purchase orders, monitor expenditures in all cost centers at regular intervals, travel reimbursement and check requests for DRCI contract budget.
• Record data, produce reports, create forms, and correspondence. Communicate with campus staff to enter student registrations in Banner for federal reporting.
• Assist in processing procurement requests for COCC education programs at DRCI using state procurement guidelines. Coordinate purchase orders for COCC and DOC monthly.
• Work with policy, procedures and guidelines for COCC and the Department of Corrections (DOC).
• Follow up on information technology and facilities help desk tickets that are submitted on behalf of the staff in education.
• Function as an office assistant. Prepare written documents and forms; file; answer the telephone; photocopy; open mail and disperse.

• Coordinate inmate education program registrations in the DOC 400 and Banner.
• Enter and track students using the Department of Corrections database and create sections and course numbers to track and maintain student information.
• Create and maintain tutor, clerk and student files. Enter data into COCC and DOC systems in a timely and accurate manner.
• Compile and enter confidential instructor evaluations.
• Provide instructional program support by procuring materials and supplies from sources both internal and external to the College. Monitor and order supplied for faculty and staff. Monitor and order paper for Deer Ridge education and computer lab. Order and monitor copy machine and supplies and trouble shoot as needed.
• Proctor correspondence course exams and deal with various college testing administrators.
  • Assess students for CASAS testing and organize, schedule and proctor for placement exams totaling approximately 550 individual exams per year.
• Serve as backup to Director, testing coordinator and facilitate the classroom while instructor is unavailable.
• Assist in monitoring AICs (inmates) in the computer lab and resource room.
• Analyze and create CRNs to capture FTE for the college.

• Participate in internal and external meetings to discuss objectives and/or resolve operational problems or issues to meet the Education Department goals and mission.
• Perform coordination responsibilities for the work load and work flow of a 38 inmate tutors, 5 inmate clerks and 32 inmate students.
• Stand in for Education Director in weekly Department of Corrections operations meeting, if requested by Education Director.
• Serve as liaison between Deer Ridge Correctional Institution Departments (Security, Inmate work programs, Health services, Mental Health, Kitchen, Housing units and Administration) and Education Faculty to include: classroom placements and work assignments.
• Catalog and track inmate tutor salaries, schedule current and future raises, follow PRAS point schedule to insure hours and pay balance.
• Keep track of volunteer programs.
• Monitor status of pending projects, initiates follow up with staff members regarding deadlines and keeps Director informed of progress.

• Work closely with security staff utilizing radio skills to maintain safety. Ensure that all inmates are in the location where they have been assigned within the Education building and that safety is maintained at all times.
• Evaluate situations or events utilizing independent judgement and refers as appropriate to Director or other department managers.
• Schedule all internal and external events for Deer Ridge Education, to include preparing and processing all event requests using proper contracts and protocol.
• Perform other essential duties as assigned.

• Ability to refer emergency situations to the appropriate staff member in the absence of the Director of Education.
• Ability to work with diverse clientele, including adult inmate population, college staff, Department of Corrections staff and other education staff.
• Ability to use computer to record data, produce reports, create forms, and correspondence.
• Familiarity and skills with use of student registration system for federal reporting.
• Must be able to pass the security clearance and be approved to enter Oregon Department of Corrections facilities; this position is subject to the rules and regulations of the sponsoring agency.
• Ability to understand the policies and procedures of the college and the Department of Corrections as well as the program functions and requirements.
• Ability to use computer applications (Microsoft Office – Word, Excel, Outlook) and keyboard at a minimum of 55 wpm. Also, able to use other basic office equipment (fax, 2-way radio, pager, adding machine, copier, etc.).
• Ability to communicate effectively, both orally and in writing, using the English language with or without the use of an interpreter.
• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience.
• Must be able to demonstrate essential job functions outlined above.

• Associates Degree or completion of equivalent college-level coursework.

• Two (2) years of comprehensive office experience, employing effective skills in organization, budgeting, interpersonal communication, and computer-based technology.

• Bachelor’s degree.
• Knowledge of Banner and instructional support processes.
• Work experience with community colleges, school districts, or public entities.