Administrative Assistant - Jail Services Bureau

Administrative Assistant - Jail Services Bureau

Works under general supervision to provide technical and responsible administrative assistance for the Jail Services Bureau management team; the incumbent possesses a high level of professionalism and confidentiality.

Benefits:

• Low cost medical, dental, and vision insurances
• Idaho PERSI retirement plan
• Deferred Compensation plan
• 457(b) with a County match of up to 3%
• Flexible Spending Accounts – Health and Dependent Care
• Post-Employment Health Plan – 50% of unused sick leave above 240 hours
• Employee Assistance Program (EAP)
• No cost basic life, accidental death, and short-term disability insurances
• Eleven (11) paid holidays annually
• Paid vacation leave, sick leave, and parental leave
• No cost gym access at three (3) County owned gym facilities
• Wellness Program
• Optional 401(k) and/or Roth IRA

Essential Functions:

• Coordinates administrative support work with Jail Services management team and works on their behalf
• Schedules meetings and conference rooms, updates calendars, and creates meeting agendas
• Composes and edits letters, e-mails, and other correspondence
• Gathers and disseminates information about jail services, programs and procedures
• Generates reports and audit documents for jail management review
• Updates and maintains the Jail Staffing board and staff mailboxes
• Conducts research and performs searches on computer databases
• Provides direct support and assistance to the Prison Rape Elimination Act (PREA) Coordinator to ensure compliance with federal law
• Updates and maintains bureau intranet web pages
• Creates and maintains files according to agency records retention schedule
• Coordinates, prioritizes, and ensures timely completion of multiple projects
• Provides support in the maintenance of office equipment and business systems
• Assists in trouble shooting inmate phone and visiting system and works with vendor to resolve issues
• Prepares for and schedules jail inspections
• Coordinates access into the Jail facility for inspections and jail tours
• Collaborates with agency legal department to ensure jail bureau policies and procedures are being communicated
• Provides high level customer services to public and agency employees
• Assign and manage staff locker assignments in the JSB locker rooms

Job Requirements:

• Must possess a high school diploma or equivalent
• College course work in law enforcement administration, criminal justice or related discipline preferred
• One year of previous clerical experience required
• Skill in delivering customer service
• Skill in coordinating projects
• Knowledge of office terminology, practices, procedures and equipment
• Knowledge of English grammar, spelling, punctuation and formatting
• Knowledge of personal computers and word processing, spreadsheet and graphics applications
• Ability to establish and maintain records systems
• Ability to learn specialized computer applications
• Ability to handle complaints and problems courteously
• Ability to review documents for accuracy, completeness, and compliance
• Ability to compile data and information for reports and compose letters and memoranda
• Ability to communicate effectively verbally and in writing
• Ability to maintain confidentiality
• Ability to follow written and verbal instructions
• Ability to work independently and as part of a team to accomplish goals
• Ability to work under own initiative and utilize independent judgement
• Ability to maintain effective relationships with department staff, other agencies and the public
• Ability to type documents and correspondence with a high degree of accuracy

Other Requirements:

• Must appear before an oral board and complete a polygraph and background check prior to hire
• This position has been designated safety sensitive and therefore the incumbent is subject to random drug testing

Work Environment & Physical Demands:

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions
• Requires sitting at a desk for long periods of time, up to 8 hours, and ability to lift up to 20 lbs.
• Much of the work is performed in and around the jail facility and involves an element of personal danger
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks

Disclaimer: To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation.