DEPUTY WARDEN OF OPERATIONS

Job Description

SALARY: Commensurate with experience.

OVERALL OBJECTIVE OF JOB:

The Deputy Warden of Operations serves as a senior member of the Dauphin County Prison management team under the supervision of the Warden. This position is responsible for the strategic and day-to-day management of institutional operations, business administration, financial resources, procurement, contract services, facilities, and support functions for the Dauphin County Prison and Judicial Booking Center.

The Deputy Warden of Operations provides leadership in operational planning, budget development and administration, financial analysis, resource allocation, vendor and contract management, and continuous process improvement. The position works to ensure that County resources are utilized efficiently, fiscal responsibilities are met, services are delivered in accordance with established standards, and operational priorities align with the organization's strategic goals.

A key responsibility is assisting the Warden with the development, completion, monitoring, and revision of departmental operating budgets. This includes utilizing the County's Oracle financial system to support budget preparation, budget revisions, expenditure monitoring, purchase requisitions, invoice review, financial reporting, and reconciliation activities, as applicable. The Deputy Warden of Operations analyzes financial and operational data, identifies cost-saving opportunities, monitors budget variances, and recommends strategies to improve financial accountability and organizational performance.

The Deputy Warden of Operations provides effective leadership and oversight of personnel, contracted service providers, facilities maintenance, sanitation, inventory, purchasing, and administrative support functions. The position promotes accountability, sound business practices, effective communication, and the consistent application of policies and procedures. The Deputy Warden works collaboratively with County departments, vendors, service providers, and criminal justice partners to resolve operational issues, improve service delivery, and maximize available resources.

The position requires a strategic and analytical leader who can evaluate business processes, manage competing priorities, implement operational improvements, and support organizational change. The Deputy Warden of Operations demonstrates professionalism, integrity, sound judgment, responsiveness, and discretion in handling confidential information and sensitive matters.

While the position operates within a correctional environment, its primary focus is operational and business management. The Deputy Warden of Operations supports the mission of Dauphin County Prison by ensuring that facilities, services, funding, personnel, and administrative resources are managed effectively and in compliance with applicable laws, regulations, contracts, and County policies.

The Deputy Warden of Operations promotes continuous improvement, professional development, responsible stewardship of public funds, and collaboration across departments. The position maintains sufficient knowledge of institutional operations to support the Warden and other members of the management team and to provide leadership coverage when needed.

ESSENTIAL FUNCTIONS OF JOB:

1. Operational Management and Leadership: Directs and manages the business and operational support functions of the Dauphin County Prison and Judicial Booking Center, including the Assistant Maintenance Supervisor, maintenance employees, laundry attendants, Part-Time Medical Advocate, and Business Office staff. Establishes operational priorities, monitors performance, and ensures that departmental responsibilities are completed efficiently and in accordance with established policies and procedures.
2. Budget Development and Administration: Assists the Warden with the preparation, completion, administration, and revision of departmental and operational budgets. Reviews budget requests, evaluates projected expenditures, identifies funding needs, monitors available appropriations, and recommends adjustments to support changing operational priorities.
3. Oracle Financial System Administration: Utilizes the County's Oracle financial system, as applicable, to support budget preparation and revisions, monitor expenditures and budget balances, review financial transactions, process or oversee purchasing and invoice-related activities, and generate financial reports. Ensures that financial information is accurate, appropriately documented, and submitted in accordance with County procedures and established deadlines. Coordinates with the County Finance Department and other relevant departments to resolve discrepancies and facilitate budget and accounting processes.
4. Financial Analysis and Reporting: Reviews financial and operational data to evaluate expenditures, identify budget variances, monitor spending trends, and assess resource utilization. Prepares reports and recommendations for the Warden and appropriate County officials regarding budget performance, projected costs, operational needs, and opportunities for improved financial management.
5. Resource Allocation and Cost Control: Evaluates staffing allocations, overtime expenditures, equipment utilization, supply consumption, and other operational costs. Identifies opportunities to improve efficiency, reduce unnecessary expenditures, and maximize available resources without compromising required services, safety, or compliance.
6. Contract and Vendor Management: Oversees contracts and service agreements for operational functions, including medical, food, maintenance, and other contracted services. Serves as the primary administrative liaison to contract agency management, monitors vendor performance, addresses service deficiencies, and ensures that contracted services meet established expectations and contractual requirements.
7. Procurement and Purchasing: Oversees procurement activities conducted by the Business Office and Maintenance, including the identification of purchasing needs, preparation and review of purchase requisitions, acquisition of supplies and equipment, and coordination with County purchasing personnel. Ensures purchases are consistent with approved budgets, procurement policies, applicable purchasing thresholds, and authorization requirements.
8. Invoice Review and Fiscal Compliance: Oversees the review and processing of vendor invoices and related documentation. Verifies the accuracy of charges, confirms that services or goods have been provided, reviews compliance with contract terms, and coordinates the resolution of billing discrepancies. Ensures appropriate documentation and approvals are maintained to support financial accountability and audit requirements.
9. Contract Administration and Renewal: Monitors contract terms, performance standards, expiration dates, renewal requirements, and service expectations. Coordinates contract renewals and the procurement of services from new vendors, including reviewing proposals, comparing costs, evaluating service capabilities, and recommending cost-effective options in accordance with County procurement procedures.
10. Contract Performance and Documentation: Maintains accurate records of contracted services, vendor communications, reported deficiencies, corrective actions, and resolution efforts. Develops reports and performance measures as appropriate and brings unresolved service or compliance concerns to the attention of the Warden.
11. Facilities Management: Oversees the development, implementation, and monitoring of policies and procedures governing maintenance, sanitation, equipment upkeep, and general facility operations at the Dauphin County Prison and Judicial Booking Center. Promotes preventive maintenance, workplace safety, effective work-order management, and the timely resolution of facility deficiencies.
12. Inventory and Asset Management: Establishes and maintains appropriate inventory and asset management practices for equipment, supplies, and materials used in maintenance, training, housing units, staff work areas, and Judicial Booking Center facilities. Conducts or oversees periodic inventory reviews, monitors usage, maintains records, and implements controls to prevent loss, shortages, waste, and unnecessary purchases.
13. Service Provider Coordination: Coordinates the delivery of operational services to promote consistency, efficiency, and accountability across the facilities. Works with internal departments and external service providers to resolve issues, align schedules, establish expectations, and minimize disruptions to facility operations.
14. Operational Planning and Scheduling: Collaborates with the Chief Deputy Warden and Deputy Warden of Treatment to develop, maintain, and implement the master facilities schedule for the Dauphin County Prison and Judicial Booking Center. Coordinates maintenance activities, contracted services, facility needs, and other operational requirements to support institutional priorities.
15. Policies, Procedures, and Process Improvement: Develops, reviews, and updates operational policies and procedures to improve efficiency, standardize business practices, strengthen internal controls, and ensure compliance with applicable laws, regulations, contracts, and County policies. Identifies opportunities to streamline administrative processes and implement appropriate technological improvements.
16. Staff Orientation and Training Coordination: Directs the orientation process for contracted personnel, volunteers, and vendors working within the facilities. Coordinates with the Training Department to ensure that required training, certifications, and documentation are maintained in accordance with applicable state and federal requirements and policies established by the Dauphin County Board of Prison Inspectors.
17. Market Research and Best Practices: Monitors emerging trends, service models, technologies, products, and industry practices related to facilities management, procurement, contracted services, and correctional operations. Develops and maintains professional relationships with vendors and service agencies to support informed purchasing decisions, competitive procurement, and continuous improvement.
18. Operational Program Support: Supports the development of appropriate life skills and vocational opportunities for incarcerated individuals through the effective management of maintenance, food service, laundry, sanitation, and groundskeeping operations, as applicable. Promotes efficient service delivery while maintaining appropriate operational, safety, and security standards.

OTHER DUTIES OF JOB:

1. Serves in a rotating 24/7 on-call capacity for several weeks annually, providing management oversight and responding to operational emergencies and other institutional needs as required.
2. Collects, maintains, analyzes, and reports operational, financial, staffing, and statistical information to support departmental planning, performance evaluation, budget development, and criminal justice system planning.
3. Reviews and responds to inmate communications, requests, and grievances as assigned. Maintains appropriate documentation and coordinates responses to sensitive matters and critical incidents in accordance with established policies.
4. Makes determinations regarding inmate behavioral contracts and works with the Treatment Department to coordinate appropriate reclassification following the disciplinary process, as required.
5. Attends court proceedings as required.
6. Participates in recruitment and hiring activities for operations personnel in coordination with Human Resources and other appropriate County representatives.
7. Conducts performance evaluations for operations personnel, establishes performance expectations, implements improvement plans when warranted, and coordinates personnel actions with Human Resources in accordance with applicable policies and collective bargaining agreements.
8. Identifies staff development needs and coordinates annual training plans and continuing education opportunities to promote job competency, compliance, safety, and professional growth.
9. Authorizes employee leave as appropriate and coordinates payroll-related matters with Human Resources and other applicable County departments.
10. Participates in the employee grievance process and works to resolve personnel concerns in accordance with established procedures and applicable collective bargaining agreements.
11. Facilitates strategic planning, goal setting, and performance reviews for the Operations Department. Establishes measurable objectives and evaluates progress toward operational and financial goals.
12. Participates in the annual budget process, identifies projected expenditures and resource needs, and develops recommendations for the acquisition of goods and services. Maintains accountability for departmental equipment, supplies, and other assigned assets.
13. Conducts training for prison personnel as appropriate to operational responsibilities and professional qualifications.
14. Conducts facility tours and provides information regarding institutional operations, programs, services, and administrative functions.
15. Participates in the annual Pennsylvania Department of Corrections compliance audit and other applicable accreditation, inspection, or audit processes involving the Dauphin County Prison and Judicial Booking Center. Coordinates the preparation of supporting documentation and assists with corrective action plans as needed.
16. Conducts regular facility inspections of the Dauphin County Prison and Judicial Booking Center to identify safety, security, sanitation, maintenance, and operational deficiencies. Documents observations, coordinates corrective actions, and monitors resolution.
17. Prepares and maintains monthly and periodic reports required by the Pennsylvania Department of Corrections, the Warden, the Dauphin County Board of Prison Inspectors, and other authorized agencies.
18. Coordinates with the County Finance Department, Purchasing, Human Resources, Information Technology, Facilities Management, and other County departments on matters affecting budgets, procurement, financial reporting, personnel administration, and operational services.
19. Performs other related duties as assigned by the Warden.

SUPERVISION RECEIVED:

1. The Deputy Warden of Operations reports directly to the Warden and exercises independent judgment within established policies, procedures, delegated authority, and budgetary limitat