Prison Administrative Assistant

Effingham County Board of Commissioners•Springfield, GA

1d•$18 - $20•Onsite

About The Position

The Administrative Assistant performs administrative, clerical, records, and operational support for the Effingham County Prison under the direction of the Office Manager. The position supports accurate and timely front-office operations, correspondence, scheduling, records management, data entry, timekeeping and payroll documentation, purchasing and invoice processing, personnel and training documentation, and required reporting. This is a civilian, non-certified position. The employee does not exercise custody or control over inmates, perform correctional officer duties, supervise employees, approve payroll or expenditures, make employment decisions, or independently commit the County to financial or operational obligations.

Requirements

High school diploma or GED.
Two (2) years of progressively responsible clerical, administrative support, records, customer service, bookkeeping support, timekeeping, or related office experience.
An equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the essential functions may be considered.
Knowledge of basic park, facility, custodial, athletic field, and grounds maintenance practices.
Knowledge of safe operation and routine care of hand tools, power tools, small equipment, vehicles, and assigned park maintenance equipment.
Knowledge of basic workplace safety practices, hazard recognition, PPE use, and procedures for reporting maintenance or safety concerns.
Ability to communicate clearly and professionally with park visitors, coworkers, supervisors, vendors, program participants, and the public.
Ability to provide calm, respectful, and firm rule-compliance reminders and to recognize when a matter should be escalated.
Ability to read and follow written instructions, posted procedures, safety labels, work orders, schedules, maps, and basic maintenance documentation.
Ability to complete basic written or electronic records, checklists, incident notes, and supply or maintenance requests.
Ability to perform basic math is needed for time records, supply counts, field measurements, and routine work documentation.
Ability to work independently on assigned tasks while exercising sound judgment and seeking guidance when situations exceed established procedures.
Ability to establish and maintain effective working relationships and contribute to a safe and welcoming public environment.
Knowledge of modern office practices, administrative procedures, records management, document control, customer service, and confidentiality requirements.
Proficiency with standard office technology, including email, word processing, spreadsheets, shared files, virtual meetings, scanners, copiers, and data-entry systems; ability to learn County and Prison software.
Ability to prepare clear, accurate, and professional correspondence, reports, forms, and spreadsheets using proper grammar, spelling, punctuation, and formatting.
Ability to perform routine mathematical calculations, compare records, reconcile supporting documentation, identify inconsistencies, and maintain accurate logs.
Ability to follow detailed written and verbal instructions, standard operating procedures, security requirements, retention rules, and established approval workflows.
Ability to prioritize multiple assignments, meet deadlines, maintain attention to detail, and remain organized despite interruptions or changing priorities.
Ability to exercise sound judgment within established authority, recognize matters requiring escalation, and avoid making commitments or decisions beyond the position’s authority.
Ability to communicate calmly, respectfully, and professionally with individuals from varied backgrounds, including in difficult or emotionally charged situations.
Ability to maintain strict confidentiality, professional boundaries, and integrity in a correctional environment.
Ability to work effectively both independently and as part of a team and to accept direction from the Office Manager and authorized command staff.

Nice To Haves

Associate degree or college-level coursework in business administration, office administration, accounting, criminal justice, public administration, or a related field.
Administrative experience in local government, corrections, public safety, law enforcement, courts, or another regulated environment.
Experience with electronic records, Microsoft 365, spreadsheets, timekeeping or payroll documentation, purchasing, accounts payable, HR documentation, or training-record systems.

Responsibilities

Provides day-to-day administrative support to the Office Manager and as assigned, the Warden, Deputy Warden, supervisors, and other Prison staff.
Receives and screens telephone calls, visitors, deliveries, and routine inquiries; provides accurate information within the scope of authority; takes messages and routes matters to the appropriate person.
Prepares, formats, proofreads, copies, scans, distributes, and files correspondence, memoranda, reports, forms, spreadsheets, meeting materials, schedules, logs, and other documents.
Maintains organized electronic and paper records; scans, indexes, stores, retrievers, and disposes of records in accordance with County policy, approved retention schedules, litigation holds, audit requirements, and applicable confidentiality restrictions.
Enters, retrieves, reviews, and updates information in authorized County and facility systems; verifies data for accuracy and completeness; identifies discrepancies and follows established correction or escalation procedures.
Maintains calendars, schedules appointments and meetings, coordinates rooms or virtual meeting access, prepares agendas and materials, and may record and prepare meeting notes or minutes.
Collects and reviews timekeeping, leave, overtime, and related payroll documentation for completeness and apparent accuracy; follows up on missing information; prepares summaries and routes records for supervisory review and approval.
Supports personnel transactions and onboarding by organizing and routing forms, scheduling interviews and required appointments, maintaining departmental working files, tracking deadlines, and coordinating with Human Resource Services.
Assists with training and certification administration for correctional staff, which may include scheduling training, assembling Basic Correctional Officer Training or other required packets, tracking completion dates, uploading authorized documents, and maintaining training records.
Supports purchasing and accounts payable processes by preparing requisitions, assembling purchase order and invoice documentation, maintaining expenditure logs, tracking approvals, ordering approved supplies, and routing documents to Procurement, Finance, Accounts Payable, Revenue, or other departments for review and action.
Assists with travel, reimbursement, state reporting, inmate-account, commissary, release-package, or other operational documentation by compiling source records, preparing spreadsheets or reports, and maintaining supporting documentation, subject to review by the Office Manager or other authorized official.
Processes incoming and outgoing administrative mail and deliveries. Assists with inmate mail only when authorized and in accordance with facility procedures, including restrictions applicable to privileged or legal mail.
Maintains office supply inventories and coordinates approved purchases, service calls, and routine maintenance for copiers, scanners, printers, and other office equipment.
Communicates professionally with employees, County departments, vendors, state agencies, inmates, family members, attorneys, and members of the public to exchange information, coordinate work, and resolve routine administrative issues within established procedures.
Protect confidential and sensitive information, including personnel, payroll, criminal-history, medical, financial, security, and inmate information. Use and disclose information only as authorized and required for assigned duties.
Comply with all Prison security requirements, professional-boundary rules, contraband restrictions, emergency procedures, and access-control requirements. Immediately reports security concerns, policy violations, or suspicious activity through the established chain of command.
Completes required Prison Rape Elimination Act (PREA) training and complies with all prevention, detection, reporting, confidentiality, non-retaliation, and response requirements. Immediately reports knowledge, suspicion, or information concerning sexual abuse, sexual harassment, retaliation, or staff neglect as required by law and policy.
Maintains reliable attendance and punctuality and work the schedule required to meet payroll, audit, reporting, training, emergency, and operational deadlines. Occasional overtime or schedule adjustments may be required and will be handled in accordance with wage-and-hour requirements and County policy.
Provides temporary administrative coverage for other Prison office functions as assigned.
Assists with special projects, audits, inventories, records reviews, and process-improvement activities.
Performs other related duties consistent with the classification and operational needs of the Prison.