Prison Administrative Assistant

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.

• 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. The position does not independently approve timecards, leave, or payroll changes.
• 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. The position does not make hiring, disciplinary, compensation, or other employment decisions.
• 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. Correctional officer or POST certification is not required for this position.
• 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…