BRANDIE GARCIA

Purchasing

1. Process bids and purchase orders as directed and in accordance with established procedures.

2. Assist staff in preparing purchase orders, verifying available funds and authorizations before purchase, and maintaining accounts.

3. Assist with the preparation of bidding documents, including notice and instruction to bidders, specifications, and proposal forms.

4. Contact vendors to check on supply and equipment availability, invoices, purchase orders, contracts, and other issues as directed.

5. Detect and resolve problems with incorrect orders, invoices, and shipments.

Clerical

1. Prepare and maintain vendor database and bidder lists.

2. Prepare correspondence, forms, manuals, reports, purchase orders, and payment authorizations using personal computer.

3. Receive and verify cash deposits from fundraisers and other activities involving cash.

4. Open and disseminate daily mail received.

5. Maintain and reconcile utility bills with excel spreadsheets.

6. Compile, maintain, and file all reports, and other documents as required.

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Compile, maintain, and file all reports, records, and other documents as required.
Accounting
3. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
4. Order and maintain inventory of office supplies and program equipment.
5. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
Other
6. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
7. Maintain a schedule of appointments and make travel arrangements for department staff.
8. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
9. Receive, sort, and distribute mail and other documents to department staff.
10. Maintain confidentiality of information.
11. Follow district safety protocols and emergency procedures.

1. Organize office operations and procedures for the efficient flow of work within the administrative office as well as the integration of interdepartmental workflow and sequence.

2. May take and transcribe dictation, in addition to performing oftentimes advanced clerical and administrative duties. Establish uniform correspondence procedures and style practices. Compose and type general correspondence based on knowledge of management views and/or verbal instructions for management approval.

3. Make appointments, give information and/or direct callers and opens mail, exercising judgment concerning priority. Read outgoing correspondence for policy or viewpoint conflicts. Summarize content of incoming materials.

1. Performs daily office clerical tasks such as filing, recording maintaining records, copying, posting and other similar duties.

2. Clerks may be used in various departments and performs similar duties related to the specific function being supported.

3. Primary duties and responsibilities answering phones, direct calls and takes messages.

4. Maintains moderately complex indexes and files

5. Type's correspondence, reports and other material as required.

6. May operate adding machines, calculator , copy machine or other office machines that requires no previous training.

7. Maintains receipts and invoices for all office purchases.

8. Uploads receipts and invoices for budgeting purposes.

1. Interviews newly admitted inmates/detainees.

2. Conducts facility orientation for newly assigned inmates/detainees explaining rules and regulations of the facility, available services and programs, and the disciplinary and classification process.

3. Provides individual counseling to inmates/detainees on an informal basis regarding work and housing assignments, adjustment problems, and family problems.

4. Resolves day-to-day problems with counseling. Refers inmates/detainees with serious problems to professional counseling staff.

5. Provides assistance to the inmates/detainees in obtaining needed services.

6. Serves as a representative for the inmate/detainee at classification committee meetings.

7. Monitors inmate/detainee custody, housing, job and program assignments to ensure all cases are reviewed in a timely manner.

8. Conducts visits to inmates/detainees assigned to case load who are housed in special housing.

9. Reviews inmate/detainee medical status to determine eligibility to work in volunteer job assignments.

10. Performs other duties as assigned.

1. Performs daily office clerical tasks such as filing, recording maintaining records, copying, posting and other similar duties.

2. Clerks may be used in various departments and performs similar duties related to the specific function being supported.

3. Primary duties and responsibilities answering phones, direct calls and takes messages.

4. Maintains moderately complex indexes and files

5. Type's correspondence, reports and other material as required.

6. May operate adding machines, calculator , copy machine or other office machines that requires no previous training.

7. Maintains invoices and receipts for all purchases made.

8. Uploads invoices and receipts for budgeting purposes.

1. Receives incoming calls and visitors at the facility, making sure that they are greeted in a professional manner, and that their first impression of the facility is positive. Routes or handles calls and mail not needing supervisor's attention

2. Takes legible, accurate and complete messages in own handwriting or on a computer for staff to ensure that return calls can be made.

3. Maintains calendars and schedules appointments as needed.

4. Handles matters of a routine nature, such as composing replies to correspondence, following up on pending issues and preparing summary information for supervisor's review. May be authorized to make decisions on routine matters as delegated by supervisor.

5. Organizes work flow so that the unit operates efficiently.

6. Organizes and maintains files, correspondence, records and confidential information.

7. Maintains accurate and thorough records and submits them to the administrative office to comply with organization, contract, and other legal compliance issues.

8. Manually types and proofs correspondence and reports, as needed, which may include formal and informal disciplinary action reports for inmates and monthly and quarterly facility reports.

9. May carry out special projects and assignments as requested; compiles, analyzes and prepares data for administrative support and presentations.

10. May monitor inventory levels of supplies office; initiates purchase orders as necessary.

11. Maintains confidentiality obtained through job duties regarding inmates, employees, vendors, and outside agencies so that sensitive information is only given on a "need to know" basis.

12. Performs related duties as assigned.

1. Interviews newly admitted inmates/detainees.

2. Conducts facility orientation for newly assigned inmates/detainees explaining rules and regulations of the facility, available services and programs, and the disciplinary and classification process.

3. Provides individual counseling to inmates/detainees on an informal basis regarding work and housing assignments, adjustment problems, and family problems.

4. Resolves day-to-day problems with counseling. Refers inmates/detainees with serious problems to professional counseling staff.

5. Provides assistance to the inmates/detainees in obtaining needed services.

6. Serves as a representative for the inmate/detainee at classification committee meetings.

7. Monitors inmate/detainee custody, housing, job and program assignments to ensure all cases are reviewed in a timely manner.

8. Conducts visits to inmates/detainees assigned to case load who are housed in special housing.

9. Reviews inmate/detainee medical status to determine eligibility to work in volunteer job assignments.

10. Performs other duties as assigned.