Arlene McGinnis
Lexington,KY
Summary
Enthusiastic Administrative Assistant with expertise in anticipating professional needs and proactively identifying and resolving problems. Bringing proven to promote organization and availability through effective schedule development. Excellent customer service and conflict management skills.
Overview
14
14
years of professional experience
1
1
Certification
Work History
Administrative Specialist Senior
Addiction Services/ Blackburn Correctional Complex
09.2024 - Current
- Review SAP/SOAR Roster daily for scheduled completions.
- Enter program achievements as soon as staff verify completions each day.
- Ensure all new clients area assigned in KOMS under program recommendations and Job/Program assignments.
- Ensure all clients program recommendations and Job/Program Assignments are updated immediately to reflect completed, terminated, refused, voluntary withdrawal to include comments.
- Ensure comments are entered in program recommendations with appropriate updates if program status has changed. (Restart, readmission, status, time credited, program pause, medical pause, etc.)
- Ensure staff name and title (recommendation source) are correct in KOMS when entering or changing the status in program recommendations.
- Ensure the tracking log is updated and correct. (Graduation dates, intake dates, DOC #, phase, bed # and PUC status)
- Ensure all attendance has been entered in KOMS after verifying with staff of any changes to the attendance such as sick days, knock offs, being away from the institution, being placed in holding, discharges.
- Check the mailbox and provide appropriate correspondence on behalf of the Program Supervisor.
- Upload SAP/SOAR applications under scanned documents in KOMS and ensure applications received have been entered as application submitted under Program Recommendations.
- Scan discharge files into KOMS under the Addiction Services file.
- Track waiting list for possible upcoming SAP/SOAR admissions based on PED and bed availability and ask applicant if they are still interested in being placed in the program. If not, have them sign a SAP/SOAR refusal and enter it in KOMS with updates in Program Recommendations.
- Draft and submit for review bi-monthly staff meeting minutes before printing and placing in the program binder.
- Complete and submit monthly reports for review before submitting final copy by the 5th of each month.
- Request 10% of urinalysis for both SAP/SOAR each month and update results on the UA log and file it in the binder in Program Supervisor’s office.
Postal Technician
Blackburn Correctional Complex
07.2023 - 09.2024
- Provide clerical support, prepared memos and staff correspondence.
- Prepare all documents for ACA audit and Mock audit.
- Use a printer, photocopying and paper shredder.
- Add accurate record keeping by diligently documenting mail deliveries, undeliverable items, and postage due.
- Add accurate data entry into computer system to complete transactions.
- Frequently uses the Kentucky Offender Management System daily.
- Deliver outgoing mail to Post Office.
- Work in diverse types of weather conditions.
- Collaborate with Post Office Postal workers to resolve inquires and issue related to mailing services.
- Answer staff and inmates inquires regarding services provided by the mail room including package tracking information.
- Reading mail looking for anything that pose a threat for the facility.
- Document all inmates records for incoming and outgoing legal mail.
- Organized postal documents as in and outgoing packages, legal mail and rejected mail.
- Maintained a safe work environment by strictly adhering to established safety protocols and guidelines.
- Sort incoming mail by sorting into dorms and staff.
- Managed approximately 30 incoming calls, emails from other intuitions, county jails or prisoners' friend or family.
- Provide information, transferring calls or taking a message if necessary.
Receiving and Discharge Officer
Blackburn Correctional Complex
09.2022 - 07.2023
- Provided clerical support, organizational efforts by filing, entering data and answering phones.
- Scheduled service and changed and ordered toner to keep printers and copies functioning.
- Scheduled service for washers and dryers.
- Filing inmates records.
- Prepared and processed very reports for the institution.
- Wrote detailed narrative reports for use in investigations.
- Completed necessary paperwork for prisoners who are being released.
- Prepared all documents for ACA audit.
- Regular used the Kentucky Offender Management System.
- Processed inmate intake by completing paperwork and recording fingerprints for records.
- Collected scent files intakes.
- Took pictures for ID and bed card.
- Inspected and assigned mattress to inmates.
- Search and inventoried inmates property for intakes, pack-ups, hospital and releases.
- Coordinated with other department. Intakes, warehouse, re-entry, records and medical when necessary.
- Inventoried orders from canteen, warehouse and vets club.
- Logged sewing equipment, chemicals, and fire and safety daily.
- Attended personnel meetings and training sessions to improve skills and learn new polices and procedures.
- Supervised inmates doing laundry and distribute supplies.
- Stocked inventory and ordered personal hygiene and basic provisions.
- Responded to legitimate questions, concerns, and requests.
- Provided guidance and counseling to help inmates adjust to their new environment.
- Motivate inmates to stay a good citizen, to remain released from prison.
- Order trays for inmates lunch for the day.
Correctional Officer
Blackburn Correctional Complex
05.2022 - 09.2022
- Conducted searches of inmates, area searches and prison grounds to detect contraband or illegal activities.
- Maintained order in the prison by monitoring inmates behavior and intervening when necessary.
- Enforced prison rules and regulations while maintaining a safe environment for inmates and staff.
- Supervised prisoners during meals, recreation time, work assignments and medical visits.
- Performed security checks on visitors entering the facility.
- Monitored video surveillance systems to observe prisoner activity throughout the correctional facility.
- Interacted with inmates in an effort to reduce tension between them and maintain a peaceful atmosphere within the facility.
- Assisted in training new correctional officers in proper safety policy and techniques to complete duties.
- Prepared detailed reports documenting all relevant information related to daily operations at the correctional facility.
- Reports on any disciplinary violations.
- Conducted rounds every thirty minutes looking for evidence of drug use or other prohibited items that could pose a threat to security.
- Maintained clear and open communications with facility areas to support safe operations.
- Inspected windows, locks and doors to support escape prevention.
- Conducted a count of the dorms to ensure that all prisoners are present.
Booking Officer
Olmsted County Detention Center
11.2018 - 04.2020
- Entered data into the juvenile records including new petitions, court orders, detention status, visitors, personal information and bonds related to juvenile offenders.
- Corresponded with various external and internal agencies to effect the transfer of juveniles to and from the Juvenile Detention Center within time constraints including, Interstate Compact and warrants.
- Reviewed court orders, bailiff sheets, booking sheets, fingerprint cards, and photos for accuracy.
- Organized and maintained filing systems for physical and electronic documents, ensuring accuracy and confidentiality of inmates records.
- Processed confidential information and documentation of juveniles.
- Responded to inquiries from staff, inmates and the public regarding departmental procedures or services.
Juvenile Correctional Officer
Olmsted County Detention Center
02.2015 - 11.2018
- Developed positive relationships with inmates through constructive interactions while enforcing rules fairly.
- Maintained accurate records of all violations and incidents involving juveniles.
- Responded promptly to emergency situations, such as fights or attempted escapes.
- Managed daily operations within the facility, including discipline, recreational activities, medical and mental health care, and educational programs.
- Directed and supervised juveniles in a correctional setting, ensuring safety of all inmates.
- Conducted frequent searches of cells and living areas for contraband materials and weapons.
- Provided guidance to new officers on proper protocol for dealing with juvenile offenders.
- Completed daily reports.
- Performed administrative tasks such as filing paperwork and updating records.
- Transported juvenile detainees to court hearings or other appointments as required.
Carpenter
Foldcraft
05.2012 - 02.2015
- Measured, cut and shaped wood materials to specifications using hand tools, such as saws and chisels.
- Used portable power tools, and standard measuring instruments.
- Assembled furniture using glue, dowels, screws and nails.
- Inputted data into spreadsheets for tracking purpose for records.
- Managed incoming and outgoing mail correspondence.
- Repaired or replaced damaged structures or components.
- Read blueprints, schematics and drawings to determine layouts.
- Prepared surfaces by sanding or scraping off old finishes prior to refinished them.
- Maintained a clean job site at all times by disposing of debris properly after each shift.
- Manufactures commerical furniture. Including bench units, booth seating, chair and stools. Laminate table tops, outdoor seating and couches and loveseats.
- Disassembled large pieces of furniture prior to transport when necessary.
- Wrapped fragile items securely with bubble wrap or packing paper prior to loading onto truck bed.
- Reported any damage caused by moving process immediately to supervisor for resolution.
Education
Certificate - Medical Assistant
The Medical Institute of Kentucky
Lexington, KY03-2022
Skills
- Network administration
- Extensive organizational skills
- Written and verbal communication
- Deadline compliance
- Works well under pressure
- Initiative
- Documentation and reporting
- Handling confidential information
- Report preparation
- Meeting planning
- Event coordination
Accomplishments
- My photo is advertised for Kentucky Department of Corrections hiring website.
- Won perfect attendance and employee of the month parking spots.
- Shout-outs on BCC facebook and newspaper from coworkers.
- Member of the Mock Audit team (2022).
- Received a Wardens coin.
- In Recognition of Employee Excellence award.
- Emergency Crisis Negotiation Team.
Certification
- DOCx: Security & Classifications of Offenders
- DOCa: Open records Law/ Confidentiality
- DOC- P&P Verbal De-escalation
- Windows 10 Administration
- Stress less - well - being for work & life
- Adult Institutions Firearms Refamiliarization
- Managing Me
- (FTO) Field Training Officer
- Professional Excellence
- Developing leadership skills: micro-course with roles
- Listening skills
- DOC: Ask Treatment Levels and Referral Options
- Depend on others in small doses- How to ask for help when you're stressed
Timeline
Administrative Specialist Senior
Addiction Services/ Blackburn Correctional Complex
09.2024 - Current
Postal Technician
Blackburn Correctional Complex
07.2023 - 09.2024
Receiving and Discharge Officer
Blackburn Correctional Complex
09.2022 - 07.2023
Correctional Officer
Blackburn Correctional Complex
05.2022 - 09.2022
Booking Officer
Olmsted County Detention Center
11.2018 - 04.2020
Juvenile Correctional Officer
Olmsted County Detention Center
02.2015 - 11.2018
Carpenter
Foldcraft
05.2012 - 02.2015
Certificate - Medical Assistant
The Medical Institute of Kentucky
Education and Training
other