Administrative Assistant II - Essex County Sheriff's Department
POSITION: Full-Time Administrative Assistant II (Administrative Assistant II): Essex County Sheriff's Department; 20 Manning Avenue, Middleton, MA; 37.5 hours per week, Monday through Friday, 9:00am - 5:00pm; AFSCME Unit I Position; Grant Funded Position
SUMMARY: The Administrative Assistant reports to the Education Director. The Staff Assistant will provide administrative support to the Education Director, Assistant Directors, NECC staff, and education programming within the Essex County Sheriff's Department (ECSD) to include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence.
RESPONSIBILITIES:
The responsibilities include, but are not limited to the following:
Supports and assists Education Director and Assistant Directors in administrative responsibilities and duties as requested
Organizes enrollment pipeline activities.
Maintains accurate records and databases related to prospective students and enrollment activities.
Assists with scheduling meetings, and events related to enrollment initiatives.
Tracks and analyzes data related to enrollment trends, applicant demographics, and conversion rates.
Generates reports to provide insights into the effectiveness of enrollment strategies and initiatives.
Works closely with ECSD and NECC staff to facilitate a seamless transition from interest to enrollment.
Tracks poor student attendance and provides weekly reports
Supports Learning Specialists and Education and Career Advisors in maintenance of student attendance, education orientation preparation, and scheduling
Prints and distributes daily student rosters to Learning Specialists and Education and Career Advisors
Monitors expenditures to ensure required services are provided according to the approved budget and funds are used within the fiscal year and in compliance with the organizational budget
Identifies and maintains office inventory and supply needs
Identify vendors, prepare requisitions, place orders for materials and services in compliance with NECC procurement policies
Maintains records of goods ordered and received
Verifies payment records, reviews invoices and assures expenses are accurate, allowable, reasonable and properly allocated
Maintains digital repository of all program related documents; to include curriculum materials, policies and procedures, and guidance documents. Ensures repository is up-to-date and accessible to the NECC/ECSD team
Compose documents to support program processes and procedures
Receives inmate request forms and responds to inquiries regarding enrollment and scheduling
Assists with the hiring process to align with NECC hiring requirements, policies and procedures
Tracks employee time off schedules and requests
Assists with monthly reporting
Assists with the preparation of recognition ceremonies
Supports Data, Research and Evaluation Specialist in maintaining data
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.
PREFERRED QUALIFICATIONS:
Bachelor's Degree
Highly developed customer service skills
Proficiency with Microsoft Office Suite
Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
Ability to work independently and in a team setting.
Budget and Accounting experience
Bilingual (Spanish/English)
Experience working with and supporting a culturally diverse population
BACKGROUND CHECK: Candidates will be required to pass a CORI and SORI check as a condition of employment.
Additional Information:
SALARY: $2,200.91 - $3,105.24 biweekly ($57,223.66 - $80,736.24 annually). Pay grade 17; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including competitive health insurance, free dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.
