Administrative Assistant II - Essex County Sheriffs Department

About the position

The Administrative Assistant II position at the Essex County Sheriff's Department involves providing comprehensive administrative support to the Education Director and Assistant Directors. This role is crucial for facilitating educational programming and ensuring smooth operations within various correctional education initiatives. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Responsibilities

• Supports and assists Education Director and Assistant Directors in administrative responsibilities and duties as requested
• Organizes enrollment pipeline activities
• Maintains accurate records and databases related to prospective students and enrollment activities
• Assists with scheduling meetings and events related to enrollment initiatives
• Tracks and analyzes data related to enrollment trends, applicant demographics, and conversion rates
• Generates reports to provide insights into the effectiveness of enrollment strategies and initiatives
• Works closely with ECSD and NECC staff to facilitate a seamless transition from interest to enrollment
• Tracks poor student attendance and provides weekly reports
• Supports Learning Specialists and Education and Career Advisors in maintenance of student attendance, education orientation preparation, and scheduling
• Prints and distributes daily student rosters to Learning Specialists and Education and Career Advisors
• Monitors expenditures to ensure required services are provided according to the approved budget and 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, reviews invoices and assures expenses are accurate, allowable, reasonable and properly allocated
• Maintains digital repository of all program related documents; ensures repository is up-to-date and accessible to the NECC/ECSD team
• Composes documents to support program processes and procedures
• Receives inmate request forms and responds to inquiries regarding enrollment and scheduling
• Assists with the hiring process to align with NECC hiring requirements, policies and procedures
• Tracks employee time off schedules and requests
• Assists with monthly reporting
• Assists with the preparation of recognition ceremonies
• Supports Data, Research and Evaluation Specialist in maintaining data

Requirements

• Three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management
• Experience in purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management
• An Associate's or higher degree in business administration, business management or public administration may substitute for a maximum of two years of the required experience
• An Associate's or higher degree in a major other than business administration, business management or public administration may substitute for a maximum of one year of the required experience

Nice-to-haves

• Bachelor's Degree
• Highly developed customer service skills
• Proficiency with Microsoft Office Suite
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence
• Ability to work independently and in a team setting
• Budget and Accounting experience
• Bilingual (Spanish/English)
• Experience working with and supporting a culturally diverse population

Benefits

• 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
• Excellent retirement benefits