General Description: Under the supervision of the director, this Administrative assistants must be able to skillfully prepare statistical and written reports as well as presentations for management and composing a number of types of professional documents the AA needs to be very organized, exude a positive image that reflects well on the organization and be familiar with all aspect of the business; this position provides administrative support for a diverse staff, management of community correction facilities and maintaining compliance with policies established by contracting agencies in Pennsylvania and New Jersey
Essential Functions: (includes but may not be limited to) - 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
- Ensuring 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, MIS Department and vendors
- Responsible for collection of assigned ACA documentation
- Maintaining an accurate accounting of resident's finances, including, but not limited to subsistence payments, petty cash, fines and costs
- Performing other duties as assigned by the Director and/or Corporate Personnel
Qualifications/Requirements: - Minimum of three years of satisfactory performance in a paid administrative support position
- Excellent oral and written communication skills
Knowledge: - 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
Abilities: - 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
Education Requirement: - 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