Administrative Assistant

*POSITION SUMMARY: *Supervises Fiscal Clerk/Tech II and Admin.
Tech.
Clerks.
Assistant to Command Staff.
Performs highly responsible, complex administrative functions to include researching and creating various reports, creating and typing documents, interviewing applicants.
Performs accounting and bookkeeping duties for the Detention Center.
Prepares correspondence and maintains related files.
*ESSENTIAL JOBFUNCTIONS*: *The following duties are normal for this position.
The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Other duties may be required and assigned.
* · Supervises, directs, and evaluates Fiscal Clerk/Tech II clerks.
Processes employee concerns and problems, directing work, counseling, disciplining and completing employee performance appraisals.
· Coordinates daily work activities: organizes, prioritizes and assigns work; monitors status of work in progress and inspects completed work; assists with complex/problem situations, and provides technical expertise.
· Monitors work environment to ensure safety of employees and other individuals; initiates any actions necessary to correct deviations or violations.
· Assists Command Staff in various duties: researching, creating documents and reports, staff training, conducting background investigations.
· Prepares State Criminal Alien Assistance Program reports for the Bureau of Justice Statistics.
· Communicates with department director, supervisory personnel, law enforcement officials, and other individuals to review operations/activities, review/resolve problems, receive advice/direction, and provide recommendations; gathers/exchanges information on activities, problems, special situations, or other areas requiring attention; coordinates facility activities with those of other departments, courts, law enforcement agencies, or other entities.
· Coordinates human resources and payroll activities: assists in interviewing, selecting, and hiring correctional officer and clerical personnel; maintains employee files; prepares and distributes personnel evaluations and monitors for timely response/submission to Employee Services.
· Detention Center workers’ compensation specialist.
Schedules initial doctor’s appointments, prepares/submits all paperwork, communicates with Risk Management.
· Oversees Hepatitis B vaccination program for department.
Educates new employees on the disease and provides option to consent or waive the series.
Coordinates with Doctor’s Care for employees to receive vaccinations.
Ensures employee returns for 2nd and 3rd does of vaccine in timely manner.
Maintains employee files.
· Approve all requests for uniform alterations.
· Prepares or completes various forms, reports, time sheets, correspondence, performance appraisals, schedules, financial reports, annual reports, certificates/awards, or other documents.
· Contact person for all Freedom of Information Act requests.
Screen such requests and respond with a letter explaining process and charges that will be incurred.
Ensure that payment and proper request are received, research and provide results.
· Communicates with department management, County personnel, state/federal law enforcement officials, inmates, attorneys, judicial officials, media, and the public to provide information, respond to questions/complaints.
· Supervise inmate workers in their duties in the Administration area.
· Respond to requests and complaints related to Administration activities/operations received from inmates, staff, visitors, or the public.
· Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include word processing, spreadsheet, database, presentation, e-mail, Internet, or other programs; communicates with Management Information Systems department to ensure ongoing computer operations.
· Assists department employees in all areas of personnel matters: Worker’s Comp, Medical Insurance, withholdings, Leave of Absences, etc.
Liaison with Human Resources.
· Take minutes, and type, for Employee Council meetings and other meetings as requested.
· Develop administrative supply budget for the Detention Center.
· Assists in developing, updating, and implementing policies and standard operating procedures pertaining to areas of assignment, ensures compliance of procedures with applicable laws/regulations.
· Assists in developing and implementing long- and short-term plans, goals, and objectives for the department; evaluates efficiency and effectiveness of department programs, operations, procedures, and resource management; recommends and/or implements improvements in programs and operational procedures as needed.
· Format and type: department forms, Inmate Handbook.
· Assist in answering lawsuits.
Get requested information together and forward to attorneys, courts, etc.
Communicate with staff, attorneys, and other agencies to schedule meetings and dispositions.
· Receive subpoenas.
Gathers and provides information being subpoenaed and forward to attorney or court requesting it.
· Assist all department staff in daily tasks/questions they may have: i.
e.
, assistance with computers or other equipment, procedures for accomplishing tasks.
· Maintains a variety of department records and informational files.
· Screening and routing of Command Staff mail.
· Assist in the preparation of agency billings and demographic report.
· Assists in the care, maintenance, and replacement of department office machines and equipment.
*ADDITIONAL FUNCTIONS*: · Provides assistance to other employees and departments as needed.
· Performs other related duties as required.
*MINIMUM QUALIFICATIONS*: · High school diploma or GED; supplemented by college level course work or vocational training in office administration, management, and personal computer operations; supplemented by four (4) years previous experience and/or training involving general office work, bookkeeping, managerial experience, criminal justice system procedures and personal computer operations.
· CPR/First Aide, Homeland Security 700/800 Security Awareness *PERFORMANCE APTITUDES*: · *Data Utilization*: Requires the ability to review, classify, categorize, prioritize, and/or analyze data.
Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
· *Human Interaction*: Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity or in coordinating activities of a project, program, or other designated area of responsibility.
· *Equipment, Machinery, Tools, and Materials Utilization*: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
· *Verbal Aptitude*: Requires the ability to utilize a wide variety of reference, descriptive, advisory and/or design data and information.
· *Mathematical Aptitude*: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
· *Functional Reasoning*: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
· *Situational Reasoning*: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
*ADA COMPLIANCE*: · *Physical Ability* – Tasks require the ability to exert moderate, though not constant physical effort, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds); may occasionally involve heavier objects and materials (100 pounds or over).
· *Sensory Requirements* – Some tasks require the ability to perceive and discriminate colors or, sounds, odor, and visual cues or signals.
Some tasks require the ability to communicate orally.
· *Environmental Factors* – Performance of essential functions may require exposure to adverse environmental conditions, such as odors, bright/dim light, disease, pathogenic substances, violence, or rude/irate individuals.
Job Type: Full-time Pay: $16.
01 per hour Benefits: * 401(k) * Dental insurance * Health insurance * Paid time off * Vision insurance Schedule: * 8 hour shift Ability to Relocate: * Ridgeland, SC 29936: Relocate before starting work (Required) Work Location: In person