Security Secretary

SAFER FOUNDATION

Chicago, IL

Full-Time

Job Description

The Safer Foundation is a social service provider to individuals with arrest and conviction records. Through a full range of services, including case management, educational instruction and advocacy, we focus on preparing individuals for the world of work by helping them find and keep productive and meaningful employment.

General Summary:

The Secretary is responsible for providing support to Chief of Security and assisting with the verification and quality control of selected reports. This position is housed in our Adult Transition Centers and funded by the Illinois Department of Corrections.

Performance Results Description

The Position is properly performed when all essential duties and responsibilities are executed by following the Safer Values.

Exceeding Expectations, Communication and Collaboration, Integrity, and Evidence Based Innovation.

Essential Duties and Responsibilities:

Stakeholder Interface and Service

Administer clerical support promptly and efficiently.
Handle calls, taking messages and fielding answers to routine and non-routine questions.
Handle confidential and non- routine information and explains policies when necessary.
Act as a liaison with other departments and outside agencies, including high-level staff of the IDOC and Safer's Leadership Team.
Generates and disseminates error free reports are, on a monthly basis, to appropriate staff.
Work independently and within a team on special nonrecurring and ongoing projects.
Act as project manager for special projects, at the request of the Associate Vice President.
Provides timely assistance to Center staff when encountering Offender 360 problems such as the need to reset 'sign on codes.'
Ensures correspondence and documents are of the highest quality and appearance.

Tracking, Document, and Reporting

Type and design general correspondences, memos, charts, tables, graphs, reports, and proofreads for spelling, grammar, and layout, making appropriate changes.
Prepares, organizes, and maintains ATC resident activity files, so files can be easily retrieved at all times.
Collects and enters weekly Program Activity Reports into the appropriate database accurately and in a timely manner.
Ensure that the Center's Local Procedures and DOC's Administrative Directives are kept current and are maintained in accordance with Safer's and DOC's standards to ensure compliance.
Updates the resident's Activity Schedules in a timely manner and always keeps accessible.
Coordinates all activities relating to the Volunteers program such as maintaining sign-in logs and files, processing check requests, etc. are handled promptly and efficiently.
Create and develop visual presentations utilizing desktop publishing.
Schedule and organize meetings, travel, conferences and activities for the Program Manager and designees.
Establish, develop, maintain, and update filing system.
Open mail, drafting written responses or replies by phone or e-mail when necessary.
Respond to regularly occurring requests for information.
Prepare Purchase Orders for the purchasing of supplies and uniforms for the Program and Security Departments.
Forward to the Program Manager and Chief of Security for approval according to established standards.

Required Knowledge, Skills, and Abilities:

Knowledge of secretarial, office administrative procedures
Knowledge of use and operation of standard office equipment
Knowledge of a variety of computer software applications in word processing, spreadsheets, database, and presentation software.

Education and Experience: