This class is responsible for providing a variety of services such as overseeing the Commissary and Business Office at a Department of Correction (DOC) correctional institution.
Supervises paraprofessional accounting staff, Operational Support Specialists, and Casual/Seasonal administrative staff.
Supervises Inmate Accounts and all related functions/reconciliations.
Commissary Operating Budget of approximately $600,000.
Monthly Commissary sales approximately $225,000.
Document retention officer.
Nature and Scope
The incumbent in this class reports to the Manager, Support Services DOC. Duties include overseeing the Business Office and Commissary Account, conducting investigations, acting as Documentation Officer, and conducting special studies requested by supervisors. Principal contacts are with the Warden and Deputy Warden, all ranks of Correctional Officers, inmates, vendors, and the Post Master.
Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
Supervision is exercised over at least two or more merit full time positions per the Merit Rules. The elements of supervision include planning, assigning, reviewing, evaluating, coaching, training, recommending hire/fire and discipline.
Oversees the Business Office. Responsible for maintaining records and journals and reconciling all internal accounts, ledgers, and bank statements, including accounting for inmate funds and Gate Monies.
Oversees the Commissary. Performs all retailing functions of accounting, setting prices and inventory control, and ensuring that products will not jeopardize personal safety or the security of the correctional institution.
Conducts investigations of missing or stolen property and commissary break-ins.
Conducts investigations on grievances of inmates and staff. Provides a report of findings, documentation, and recommendations to Warden.
Acts as Documentation Officer, processing documentation for records retention, storage and disposal.
Performs as a member of the Selection Committee, interviewing employment applicants.
Knowledge, Skills and Abilities
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
Knowledge of the principles and techniques of accounting.
Knowledge of fundamentals of retailing including profitable buying, mark-ups and inventory control.
Knowledge of the Department's rules and regulations.
Knowledge of applicable Operational Procedures and the provisions of the Union Contract.
Knowledge of the State's Archive regulations and procedures.
Knowledge of the principles and practices of supervision.
Ability to perform effective investigations of thefts and grievances.
Ability to run a successful retail business.
Ability to establish and maintain effective relationships with vendors, inmates and subordinates.
Ability to write clear, concise, informative reports.
Ability to communicate effectively in oral and written form.
JOB REQUIREMENTS for Support Services Officer DOC
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
Six months experience in accounting using Generally Accepted Accounting Principles (GAAP).
Six months experience in managing support services such as mail operations, fleet management, commissary, laundry operations, food service operations, plant maintenance operations, graphics and printing, or materials management.
Six months experience in narrative report writing.
Knowledge of staff supervision acquired through course work, academic training, training provided through an employer, or performing as a lead worker overseeing the work of others; OR supervising staff which may include planning, assigning, reviewing, and evaluating the work of others; OR supervising through subordinate supervisors a group of professional, technical, and clerical employees.