Assistant Jobs

About The Position

Requirements

• High School graduation or equivalent
• Two (2) years of increasingly responsible office experience requiring keyboarding or typing
• Proficient computer skills using Microsoft Office software (Outlook, Word, Excel, Teams, SharePoint) or similar software
• Demonstrated ability to maintain confidentiality and professional integrity in work unit or office
• Demonstrated ability to write clearly, factually, concisely and grammatically correct
• Demonstrated ability to prioritize and complete tasks in accordance with established timelines, rules, policies and/or procedures.

Nice To Haves

• Two (2) year or more years of experience communicating verbally and in written correspondence, with incarcerated individuals, co-workers, the public, and/or external agencies
• One (1) or more years of experience independently performing complex secretarial assignments and projects requiring substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.
• One (1) or more years of experience drafting professional correspondence.

Responsibilities

• Provides confidential administrative, secretarial and office management functions for the Correctional Program Manager.
• Performs complex secretarial duties such as independently prioritizing work, compiling reports, studies, applications, and developing, modifying, and/or maintaining data base management, office record keeping, or filing system(s).
• Establishes office procedures, standards, and priorities.
• Coordinates office operations.
• Assists others by providing work guidance or direction but does not assign, instruct, and check the work of others on a regular and ongoing basis.
• Screens, sorts, and distributes correspondence and phone calls to the appropriate staff.
• Independently researches and compiles statistical data for preparation of reports and special projects.
• Drafts correspondence for review and approval ensuring content is in compliance with policies/procedures.
• Coordinates incoming and outgoing transports weekly, including screening of arrivals and unit placement for all individuals based off of screening criteria and available bed space.
• Coordinates new arrivals attendance for New Incarcerated Individual Orientation weekly, including scheduling of facilitators and required materials.
• Establishes weekly incoming and outgoing Incarcerated Individual transportation Unit housing assignments by monitoring the SCCC Complex Manifest and sending to Living Units along with additional work areas after screening of pre-established criteria.
• Initiates action to ensure work unit and/or office goals are met.
• Uses independent judgment to accomplish assignments or solve problems.
• Resolves problems and responds to inquiries regarding procedures and services.
• Develops new work methods, procedures, or strategies, or modifies existing work methods, procedures, and strategies to solve new or unusual problems.
• Establishes or revises electronic or manual files.
• Screens, prioritizes and distributes mail.
• Formats transcription from rough draft.
• Maintains records of incoming and outgoing correspondence and documents and follows up on work in progress.
• Proofreads material making corrections for sentence structure, spelling, grammar, and punctuation.
• Composes and/or keyboard/types letters, acknowledgments, notifications, confidential and sensitive materials, etc.
• Evaluates costs for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects.
• Assists with documents regarding visitation to include yearly Extended Family Visitation, regular visitation schedules and special visit tracking and scheduling.
• Responds via CePrisons kiosk mailbox to incarcerated individuals for information, questions, comments and concerns.
• Inventories and maintains donated clothing in storage closet to include tracking of release backpacks on a monthly basis.
• Attends meetings, takes and transcribes meeting minutes; attends project development meetings with or for Correctional Program Manager (CPM) upon request.
• Performs complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and data base files, uploading/downloading, creating footnotes and outlines and creating templates.
• Uses spreadsheet and database software like (Access, Excel, PowerPoint, Publisher, Word) to develop and maintain records.
• Prepares spreadsheets involving the development of formulas and graphs.
• Combines files to create reports.
• Uses graphics software and recommends appropriate display of information.
• Performs electronic mail tasks.
• Assists in reviewing, creating or updating Operational Memorandums to ensure adherence to Policies.

Benefits

• Flexible schedules
• Comprehensive compensation packages
• Benefits package
• Training and development opportunities
• Up to 25 paid vacations days a year
• 8 hours of paid sick leave per month
• 12 paid holidays a year
• Generous retirement plan
• Flex Spending Accounts
• Dependent Care Assistance
• Deferred Compensation