Administrative Assistant II - Essex County Sheriff's Department

POSITION: Full-Time Administrative Assistant II - Essex County Sheriff's Department (Administrative Assistant II): Essex County Sheriff's Department; 20 Manning Avenue, Middleton, MA; 37.5 hours per week, Monday through Friday, 8:00am - 4:00pm; AFSCME Unit I Position; Grant Funded Position. This position is grant-funded and is contingent upon the availability of funding. Continuation of the position is dependent on ongoing grant support and may be subject to termination if funding is reduced or discontinued.

SUMMARY: The Administrative Assistant reports to the Assistant Director of Adult Education Operations. This role will provide administrative support to the Education Director, Assistant Directors, NECC staff, and education programming within the Essex County Sheriff's Department (ECSD) to include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

Supports the Education Director and Assistant Directors with administrative responsibilities and duties as requested
Organizes enrollment pipeline activities and assists with information session preparation, scheduling, and student enrollment.
Receives inmate request forms and responds to inquiries regarding enrollment and scheduling.
Serves as the student records specialist, tracking and ensuring the accuracy and completeness of all student records, and promptly updating them to reflect course completions, transfers, and releases.
Monitors student records through regular audits to identify discrepancies and to locate and retrieve missing documents.
Confers with students, educational staff, and correctional facility staff to promptly and effectively resolve record-related issues and troubleshoot and resolve discrepancies in collaboration with correctional and educational staff.
Requests and processes transcripts and other educational records from external institutions.
Maintains the secure storage and organization of all physical and digital records in compliance with NECC, ECSD, and department regulations.
Adheres to federal, state, and institutional policies on student records, including FERPA and correctional facility regulations, and maintains strict confidentiality so records are accessible only to authorized personnel.
Follows all ECSD and NECC protocols to keep records management activities secure, safe, and compliant.
Identifies opportunities to improve records management processes in the correctional education context, and revise or implement procedures that improve efficiency and accuracy.
Assists with training program staff on records management policies and procedures, and provides ongoing support for adherence.
Uses multiple data management systems, along with other appropriate software and tools, to enter, maintain, and manage student data accurately and effectively.
Enters qualitative and quantitative program data into NECC and vendor databases and prepares reports as requested by the administrative team.
Monitors student attendance, tracks poor attendance, and provides weekly reports.
Supports Learning Specialists and Education and Career Advisors with attendance maintenance, education orientation preparation, and scheduling.
Prints and distributes daily student rosters to Learning Specialists and Education and Career Advisors.
Maintains a digital repository of all program documents, keeping it up to date and accessible to the NECC/ECSD team.
Composes guidance documents to support program processes and procedures, and reviews documents for completeness, content, and compliance with regulatory and legal standards.
Assists with the coordination of recognition ceremonies, including identifying individuals being recognized, preparing certificates, and uploading certificates into the database.
Monitors expenditures to ensure required services are provided according to the approved budget, and that funds are used within the fiscal year and in compliance with the organizational budget.
Identifies and maintains office inventory and supply needs.
Identifies vendors, prepares requisitions, and places orders for materials and services in compliance with NECC procurement policies.
Maintains records of goods ordered and received.
Verifies payment records and reviews invoices to ensure expenses are accurate, allowable, reasonable, and properly allocated.
Assists with the hiring process in alignment with NECC hiring requirements, policies, and procedures.
Tracks employee time off schedules and requests.
Performs other duties as assigned to support program operations.
The Classification Specification is available at: Administrative Assistant Series

Job Requirements:

MINIMUM QUALIFICATIONS:

Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
- An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
- An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

PREFERRED QUALIFICATIONS:

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 handle a deadline-driven environment including multiple and simultaneous responsibilities
Ability to adapt to constantly changing environments and priorities
Strong attention to detail, ability to multitask, work under pressure with interruptions, meet established deadlines, and work effectively on a team
Budget and Accounting experience
Bilingual (Spanish/English)
Experience working with and supporting a culturally diverse population
Experience in a higher education environment

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

CONDITIONS OF EMPLOYMENT:

All candidates must have legal authorization to work in the United States. Northern Essex Community College does not provide employment-based visa sponsorship.
Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).

Additional Information:

SALARY: $2,405.69 - $3,394.17 biweekly ($62,547.94 - $88,248.42 annually). Pay grade 17; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including competitive health insurance, free dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.

ANTICIPATED START DATE: ASAP

To apply, click HERE

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