Administrative Assistant II - Essex County Sheriff's Department

Northern Essex Community College•Middleton, MA

2d•Onsite

About The Position

The Administrative Assistant II provides administrative support to the Education Director, Assistant Directors, Northern Essex Community College staff, and education programming within the Essex County Sheriff's Department. Programs supported include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program–Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence. The position reports to the Assistant Director of Adult Education Operations and is based at 20 Manning Avenue, Middleton, Massachusetts. It is a full-time, grant-funded role scheduled for 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:00 p.m. Continuation depends on ongoing grant support, and the position may be terminated if funding is reduced or discontinued. The role manages student records, enrollment and attendance information, program data, and document repositories; supports education staff and students; and helps maintain compliance with institutional, legal, and correctional-facility policies, including FERPA. It also supports budgets, purchasing, inventory, hiring, employee leave tracking, and program operations. The position requires at least three years of qualifying administrative or management experience, subject to the stated education substitutions. A complete fringe-benefit package is offered. Employment is contingent on work authorization and successful completion and review of a background check, including CORI and SORI.

Requirements

At least three years of full-time, or equivalent part-time, experience in office management, office administration, business administration, or business management, with major duties including at least one of: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration, or program management; or an equivalent combination of experience and permitted substitutions.
An associate's or higher degree in business administration, business management, or public administration may substitute for up to two years of the required experience.
An associate's or higher degree in another major may substitute for up to one year of the required experience; education toward a degree is prorated based on completed requirements. Educational substitutions are limited to a maximum of two years of required experience.
Legal authorization to work in the United States; the college does not provide employment-based visa sponsorship.
Successful completion and review of a background check, including CORI and SORI.
Ability to maintain confidentiality and comply with student-record, institutional, and correctional-facility policies and procedures.

Nice To Haves

Bachelor's degree.
Highly developed customer-service skills.
Proficiency with Microsoft Office Suite.
Excellent written and verbal communication skills.
Excellent organizational and time-management skills.
Ability to work in a deadline-driven environment with multiple simultaneous responsibilities.
Ability to adapt to changing environments and priorities.
Strong attention to detail; ability to multitask, work under pressure with interruptions, meet deadlines, and work effectively on a team.
Budget and accounting experience.
Bilingual Spanish/English skills.
Experience working with and supporting a culturally diverse population.
Experience in a higher-education environment.

Responsibilities

Support the Education Director and Assistant Directors with administrative duties as requested.
Organize enrollment pipeline activities and assist with information-session preparation, scheduling, and student enrollment.
Receive inmate request forms and respond to enrollment and scheduling inquiries.
Track, maintain, audit, and update student records, including course completions, transfers, and releases; locate missing documents and resolve discrepancies with students and educational and correctional staff.
Request and process transcripts and other educational records from external institutions.
Securely organize and store physical and digital records in accordance with NECC, ECSD, department, FERPA, and correctional-facility policies; maintain confidentiality and follow applicable security protocols.
Identify and implement improvements to records-management procedures and help train program staff on related policies and procedures.
Use data-management systems and other software to enter and maintain student data; enter program data into NECC and vendor databases and prepare requested reports.
Monitor student attendance, track poor attendance, and provide weekly reports.
Support Learning Specialists and Education and Career Advisors with attendance records, education-orientation preparation, and scheduling; print and distribute daily student rosters.
Maintain an up-to-date digital repository of program documents and prepare guidance documents, reviewing them for completeness, content, and compliance.
Assist with recognition ceremonies by identifying individuals to be recognized, preparing certificates, and uploading certificates into the database.
Monitor expenditures and ensure services and spending comply with the approved budget and fiscal-year requirements.
Identify office inventory and supply needs; identify vendors, prepare requisitions, place orders under procurement policies, maintain goods-order and receipt records, and review invoices and payment records for accuracy and proper allocation.
Assist with hiring in accordance with NECC requirements, policies, and procedures.
Track employee time-off schedules and requests.
Perform other duties as assigned to support program operations.