Job Description

Correctional Office Assistant

Position Title: Correctional Office Assistant
Department: Murphysboro Life Skill Center
Supervisor: Associate Dean of Correctional Programs

Description of Essential Functions (critical tasks):

Job Summary: Provide support services to a Correctional Center Educational Program.
  • Act as receptionist in College area and direct traffic as required.
  • Answer, direct, assist incoming calls.
  • Provide assistance in preparing classroom materials for instructors as required.
  • Prepare memorandums and letters as required.
  • Prepare Purchase Orders and requisitions as required.
  • Prepare spreadsheets for expenditures and perform data entry for information pertaining to expenditures on Datatel software.
  • Create and maintain fiscal related records and files.
  • Prepare student files and perform data entry for information pertaining to admissions and registration on Datatel software.
  • Create and maintain student records and files.
  • Process and track student transcript requests
  • Distribute and track all facility and college rosters.
  • Prepare attendance forms for full and part-time academic students.
  • Input attendance, assignments and other information on DOC data system as required.
  • Input information on DOC data system for Tuition Reimbursement Program as required.
  • Create and maintain file system on all correspondence.
  • Assist Associate Dean in completion of required reports in a timely manner.
  • Be on site a minimum of 37.5 hours per week (30 minute lunch).
  • Notify supervisor well in advanced of absence.
  • Arrive at work site prior to beginning of established shift.
  • Attend both college and facility staff meetings as required.
  • Attend training as required.
  • Observe, support, and enforce the regulations, policies, and programs of the College and inform the President in writing of any problem that might have a detrimental effect on the College.
  • Conduct oneself in a professional manner.
  • Abide by DOC and Lake Land College regulations at all times.
  • Assist institutional personnel during emergency situations.
  • Maintain equipment assigned area.
  • Maintain control of keys per DOC requirements.
  • Perform other duties as assigned.

Specific Functional Job Requirements

Education: Associate degree preferred
Experience: Business/office related work and computer experience required
Knowledge: Business etiquette and general office procedures. Excellent interpersonal, oral and written communication, and organizational skills; Microsoft Office XP and general office skills as determined through assessment; and word processing skills.
Skills Excellent interpersonal, oral and written communication, and organizational skills; Microsoft Office XP and general office skills as determined through assessment; and word processing skills.
Personal: Detail-oriented, self-starter who enjoys relating to a diverse population of students, staff and public in a fast-paced work environment with multiple interruptions.
Physical: Must be able to perform routine clerical tasks. Drug Testing Required.
Machines and equipment used: Computers, Copy Machine, and Calculators. College mainframe software, PC Client Server environment, Windows platforms, Microsoft Office.

General Employment Statement

A. Length of training and Probationary Period: 90 day
B. Hours of Work Day: 37.50
C. Group Affiliation: Support Grade Level:
D. Condition of Employment: Contractual Grant Funded
E. Position: N

Job Demands

Some = 1-3 hours/day Frequently = 4-6 hours/day Very Frequently = 7+ hours/day

Job Demand None Some Freq Very Freq
Standing Y
Walking Y
Sitting Y
Bending Y
Stooping/Kneeling Y
Repetitive Motions: Hand-Wrist Y
Repetitive Motions: Elbow Y
Lifting: 0-25 lbs Y
Lifting: 26-50 lbs Y
Lifting: 51-75 lbs
Lifting: 76-100 lbs
Lifting: 100+ lbs
Carrying: 0-25 lbs Y
Carrying: 26-50 lbs Y
Carrying: 50+ lbs
Pushing/Pulling: 0-25 lbs Y
Pushing/Pulling: 26-50 lbs Y
Pushing/Pulling: 51-75 lbs
Pushing/Pulling: 76-100 lbs
Pushing/Pulling: 100+ lbs

Physician Requirements

Physical Requirements Required
Manual Dexterity (Hand/Eye Corrd) Y
Hear Alarms/Telephone/tape Recorder Y
Finger Dexterity Y
Color Vision
Visual Acuity - Far
Visual Acuity - Near
Depth Perception
Use of Respiratory Protection
Appropriate Safety Equipment

Hazards/Exposure to:

Type Required
Toxic/Caustic Chemicals or Detergents
Extreme Conditions (Hot/Cold)
Moving Mechanical Parts
Potential Electrical Shock
Electro Magnetic Energy (Laser)
High Pitched/Loud Noises
Blood Borne Pathogens: Type: Body Fluids Y
Blood Borne Pathogens: % of Time: 80%
Gaseous Risk

Hazards/Exposure to:

Judgment and Reasoning Required
Manage Stress Appropriately Y
Handle Multiple Priorities Y
Make Decisions Under Pressure Y
Work Alone Y
Manage Anger/Fear/Hostility/Appropriately Y
Work in Area that are Confined or Crowded Y