Administrative Assistant

General Description

Under the supervision of the Federal Director, the Administrative Assistant must be able to skillfully prepare statistical and written reports, as well as presentations for management and composing several types of professional documents. The Administrative Assistant needs to be very organized, exude a positive image that reflects well on the organization and be familiar with all aspects of the business. This position provides administrative support for a diverse staff, accountability in reentry services, and maintaining compliance with policies established by our contracting agencies.

Duties

• Handling a variety of correspondence, reports and other communication with contracting agencies
• Preparing and communicating daily census reports to appropriate areas in a timely manner
• Providing administrative and clerical support for the office staff including the Fiscal Administrator and/or Human Resources Department
• Developing and maintaining resident files and computer data bases appropriate for the operation
• Maintaining office supplies for all staff, including inventory and purchasing
• Operating all standard office machines and computer software including MS Office Suite
• Insuring that invoices and other Fiscal documents are approved and submitted to the Corporate Fiscal Department in a timely manner
• Participating in meetings and staff development sessions as required
• Providing reports and information to the Corporate office and contracting agency
• Liaison with office staff and vendors
• Responsible for collection of assigned ACA documentation
• Maintaining accurate reports of billing for contracting agencies
• Sorting and distributing facility mail in a timely manner
• Performing other duties as assigned by the Director and/or Corporate Personnel
  
  

Ability To

• Manage time and prioritize activities
• Give attention to detail and follow-through
• Establish and maintain positive working relationships with co-workers
• Be flexible to meet unexpected job related schedules
• Meet the clearance requirements of contracting agency
• Execute all duties of this position with minimal supervision
• Priorities, work independently, and proceed with objectives with minimum supervision
• Ability to be flexible in adapting to changes in priorities, assignments, which may impact pre-established timelines and courses of action for completing projects and assignments.
  
  

Academic And Work Experience

• High School Diploma (or equivalent) with advanced office training
• Associate’s degree in business is preferred
• Earning certifications in the specific technologies/products in use at the workplace is valuable and might be considered a prerequisite for advancement.
• Strong skills in MS Office Suite (Microsoft Word, Excel, PowerPoint, Access and Outlook)
• Modern principles of Criminal Justice and Community Corrections
• Modern office principles and protocol