Administrative Specialist - Department of Corrections

Winona County is accepting applications for this position until 4:00 p.m. January 29, 2025.

This position performs essential administrative functions for the Department of Corrections.  Having legal experience or a strong understanding of the legal process is highly valued in this role.

This position starts at $23.30/hour (DOQ) with advancement up to $30.46/hour.

Characteristics of Class:
Under general supervision of a department manager or designee, an employee in this class performs a variety of administrative duties relieving a department manager of routine administrative details. The employee performs responsible clerical work of moderate complexity and variety. Performs related work as required.

Examples of Duties:
Any one position may not include all the duties listed, nor do the examples include all duties which may be found in positions of this class.
* Directs the administrative functions of a department. May train new clerical employees and organize, assign and review work of other clerical employees.
* Prepares minutes, agendas, certifications, letters, memorandums, notices and other materials from rough draft, verbal instructions or voice recordings and proofreads material for completeness and accuracy.
* Prepares moderately complex materials that require independent judgment and the ability to rearrange, expand, segregate or tabulate; and is responsible for spelling, grammar and punctuation. Composes routine correspondence.
* Prepares draft and final correspondence, memorandum, reports, minutes of meetings and other related material of a moderately complex nature.
* Furnishes complex and involved information to the public over the counter or by phone, collecting money, making certified copies and coordinates, oversees, and reconciles financial reports, codes, deposits, spreadsheets and reports.
* Processes Certificate of Real Estate Value Data and prepares reports for the Department of Revenue. Works with various Real Estate transactions.
* Deals with special classifications/programs.
* Schedules appointments and maintains an appointment calendar.
* Acts as a receptionist for the department, works with the public and employees in many situations and interprets a variety of policies and procedures where knowledge of other units within a department is required. Provides information and interpretations of policy and procedure that require considerable knowledge of department.
* May prepare vouchers for the department.
* Records and maintains complex or involved files, records, schedules and statistics and prepares reports from such information.
* Operates office equipment including copy machines, calculator, transcribing equipment, and personal computers.
* Any other duties as assigned.

Required Knowledge, Skills, and Abilities:
Any combination of training and experience providing the following knowledge, skills, and abilities.

For Pre-Employment:
* A combination of education and experience equivalent to high school graduation, plus one year of post secondary education and three years of related experience; OR
* Four years of related experience.
* Knowledge of modern public or business procedures and practices.
* Knowledge of personal computer software applications such as Microsoft Word and Excel.
* Knowledge of records management and forms control.
* Knowledge of English spelling, punctuation and grammar.
* Ability to take and transcribe dictation.
* Ability to type 60 WPM accurately from clear copy, rough draft or voice recordings.
* Ability to communicate effectively verbally and in writing.
* Ability to work without supervision.
* Ability to problem solve is essential; determine the best course of action, use individual judgment, inquire into, troubleshoot and expedite necessary claims, problem solve complex issues, not be arbitrary, appropriately utilize all pertinent laws and regulations, and review work and decisions for correctness and accuracy.
* Ability to coordinate efforts with different agencies.
* Ability to develop and maintain effective work relationships with clients, public, co-workers, and agency administration.
* Ability to maintain and file confidential information.
* Ability to make moderately complex arithmetic computations rapidly and accurately.
* Ability to understand and follow complex oral and written instructions.
* May be required to pass a personal background investigation.