Administrative Assistant

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 databases 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 residents' 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 Abilities
• 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
• 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 REQUIREMENTS

• High School Diploma (or equivalent) with advanced office training
• Associate's degree in business is preferred
• Earning certifications in specific technologies/products in use at the workplace is valuable and might be considered a prerequisite for advancement