Administrative Assistant

Under the supervision of the director, this Administrative assistant must skillfully prepare statistical and written reports, as well as presentations for management, and compose a number of types of professional documents. The AA must be very organized, exude a positive image that reflects well on the organization, and be familiar with all aspects of the business. This position provides administrative support for a diverse staff, manages community correction facilities, and maintains compliance with policies established by contracting agencies in Pennsylvania and New Jersey.

• 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

• 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

• 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

Compensation is commensurate with experience.