Position Details

Position Information

Recruitment/Posting Title	Secretary III UCHC BSP
Job Category	Staff & Executive - Administrative & Support
Department	UCHC-Bayside State Prison
Overview	University Correctional Health Care (UCHC), operating within Rutgers, The State University of New Jersey, is dedicated to excellence in providing physical, mental health, dental and sex offender treatment services to those involved in the criminal and juvenile justice systems in New Jersey. UCHC operates with a total budget of $150 million and approximately 1,100 staff serving roughly 20,500 inmates in twelve adult correctional facilities, 400 residents in fourteen JJC locations, and 1,000 individuals in ten state parole board offices. We are committed to being a leader in the delivery of effective, compassionate and accessible care informed by research within correctional environments. We Care. We Teach. We Heal. We Improve. Rutgers, The State University of New Jersey, is a leading national research university and the state of New Jersey’s preeminent, comprehensive public institution of higher education. Established in 1766 and celebrating a milestone 250th anniversary in 2016, the university is the eighth oldest higher education institution in the United States. More than 67,000 students and 22,000 faculty and staff learn, work, and serve the public at Rutgers locations across New Jersey and around the world.
Posting Summary	University Correctional Healthcare, operating within Rutgers, The State University of New Jersey, is seeking a Secretary III, located at Bayside State Prison in Leesburg, NJ.  The primary purpose of the Secretary III position is to provide secretarial and general offices services to the Clinician Supervisor and the staff of University Correctional HealthCare (UCHC) Central Office Administration of the Adult HealthCare Program. Uses computer software skills to prepare reports, charts, tables and forms. Coordinates clinical records documentation, compiles data, and generate statistical reports. Assists with performance improvement measures including program performance processes and inmates’ outcome data analysis. Duties include: Maintain efficient clinical record filing system meeting the needs of the department and the DOC clinical record guidelines. Responsible to maintain confidentiality of inmate information in accordance with the DOC and UCHC policy. In conjunction with the Clinician Supervisor at UCHC Central Office, reviews each inmate file to ensure documentation has been provided according to program policies and procedures. Prepares and sends Request for Information and Release of Information to physicians and/or facilities in a timely manner and distributes information to appropriate staff member when received.   Initiates received date on all incoming correspondence or files to the department with date stamp and initials.  Ensures that each is followed-up appropriately. Provides word processing and typing skills in preparation of various correspondence and reports. Completes routine word processing and special word processing assignments, proofreads and corrects grammatical usage with 90-95% accuracy.. Ensures completion of these assignments is in accordance with established Rutgers-University Correctional HealthCare and Department of Corrections departmental formats. Submits typing assignments within pre-established timeframes. Completes appropriate internal paperwork (paper or electronic) required by Unit, Department of Corrections and UCHC demonstrating knowledge of Banner and Procurement policies and procedures.   Prepares paperwork within established guidelines. Ensures paperwork is completed in a timely manner.  Ensures paperwork is routed with 90-95% accuracy Maintains an accurate data and filing system to meet the needs of the Unit. Develops and maintains accurate filing system ensuring materials are filed in a timely manner. Enters data into computer in an accurate and timely manner. Initiates computer generated reports of statistics, as directed. Provides general office clerical support maintaining routine functions of the Unit and Department of Corrections. Performs assigned Xeroxing, collating, and distribution of material requests required by Unit with accuracy and in a timely manner. Sends facsimiles within the timeframe of request, ensuring fax cover letters are complete with accurate information. Routes all incoming faxes to appropriate staff daily. Prepares and ensures outgoing pick up of mail in a timely manner. Collects, sorts, and distributes incoming mail daily. Initiates received date on all incoming correspondence or files to the department with date stamp and initials ensuring that each is followed-up appropriately. Also, prepares outgoing pick up of mail in a timely manner. Serves as liaison between the Unit, Department of Corrections, UCHC and other departments within the institution. Provides back-up assistance in the absence of other support staff.
Position Status	Full Time
Hours Per Week	40
Daily Work Shift	Day
Work Arrangement	This position requires a full onsite work arrangement.
FLSA	Nonexempt
Grade	1700
Position Salary
Annual Minimum Salary	20.07
Annual Mid Range Salary	20.57
Annual Maximum Salary	21.19
Standard Hours	40.00
Union Description	Teamsters, Local 97
Payroll Designation	Banner
Benefits	Rutgers offers a comprehensive benefit program to eligible employees. For details, please go to http://uhr.rutgers.edu/benefits/benefits-overview . Rutgers also offers a benefit program to eligible full-time postdoctoral fellow students. For details, please go to https://finance.rutgers.edu/healthcare-risk/insurance/postdoctoral-health-insurance.
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	PERS

Qualifications

Minimum Education and Experience
Certifications/Licenses
Required Knowledge, Skills, and Abilities	Graduation from an accredited program in secretarial studies plus two (2) years of full-time secretarial experience. An additional year of experience is required in lieu of the secretarial program. Excellent writing, organizational and communication skills a must. Computer and word processing skills are essential, specifically with Microsoft Word for Windows, PowerPoint, and Excel.  College credits may be substituted on a year-for-year basis for secretarial experience. A maximum of sixty (60) credits may be substituted for two (2) years of secretarial experience.  May be required to work evening and weekends at various locations depending on office needs.  Valid Driver’s License. Must possess own vehicle or alternative means of transportation.
Preferred Qualifications
Equipment Utilized
Physical Demands and Work Environment
Special Conditions	Must be approved by the Department of Corrections (DOC) and adhere to all DOC requirements.

Posting Details

Posting Number	23ST2931
Posting Open Date
Special Instructions to Applicants
Regional Campus	Rutgers Biomedical and Health Sciences (RBHS)
Home Location Campus	Off Campus
City	Leesburg
State	NJ
Location Details	Bayside State Prison, located in Leesburg, NJ

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 60.1.35 Immunization Policy for Rutgers Employees and Prospective Employees , Rutgers University requires all prospective employees to provide proof that they are vaccinated against COVID-19 prior to commencement of employment, unless the University has granted the individual a medical or religious exemption. Rutgers University may require certain prospective employees to receive an updated (bivalent) vaccine dose. Under Policy 100.3.1 Immunization Policy for Covered Individuals , if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement