Administrative Assistant II - Essex County Sheriff's Department

Northern Essex Community College; Middleton; On-site; USD 58,000 - 84,000; Full time

Job summary

A leading community college is seeking a full-time Administrative Assistant II to support the Essex County Sheriff's Department. This role encompasses managing student records, providing administrative assistance, and ensuring compliance with regulations for educational programming. Ideal candidates will possess strong organizational skills and experience in office management.

Benefits

Competitive health insurance

Free dental insurance

Long-term disability insurance

Educational benefits for employees and dependents

Qualifications

• Three years of experience in office management or administration.
• Associates or bachelor's degree can substitute for some experience.
• Strong customer service and organizational skills.

Responsibilities

• Manage and maintain student records confidentiality.
• Assist Education Director with administrative duties.
• Conduct regular audits to verify record accuracy.

Skills

Customer service skills

Organizational skills

Time management skills

Attention to detail

Ability to multi-task

Education

Associate's degree in business administration

Bachelor's degree in public administration

Tools

Microsoft Office Suite

Job description

Northern Essex Community CollegeJob Posting: Administrative Assistant II - Essex County Sheriff's Department

Administrative Assistant II - Essex County Sheriff's Department

Category: Corrections (Essex County)

Subscribe:

Department: Essex County Sherriff's Dept (Middleton) - 9235

Locations: Middleton, MA

Posted: Jun 20, 2025

Closes: Open Until Filled

Type: Full-time

Ref.No.: 324968

Salary Type: Annually

Salary Range: $58,940.44 - $83,158.40

PositionID: 189478

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Job Description:

POSITION: Full-Time Administrative Assistant II - Essex County Sheriff's Department (Administrative Assistant II): Essex County Sheriff's Department; 20 Manning Avenue, Middleton, MA; 37.5 hours/week, Monday through Friday, 9:00am - 5:00pm; AFSCME Unit I Position; Grant Funded Position

SUMMARY: The Administrative Assistant reports to the Education Director. The Administrative Assistant will serve as the student records specialist, managing and maintaining the accuracy and confidentiality of student records in and also provide administrative support to the Education Director, Assistant Directors, NECC staff, and education programming within the Essex County Sheriff's Department (ECSD) to include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence.

RESPONSIBILITES:

• Supports and assists the Education Director and Assistant Education Directors with administrative responsibilities and duties as requested.
• Assists with Info Session preparation and scheduling.
• Assists with the coordination of recognition ceremonies, including the identification of individuals being recognized and the preparation of certificates.
• Tracks and ensures the accuracy and completeness of all student records, promptly updating them to reflect any changes, including course completions, transfers, and releases.
• Conducts regular audits to verify the accuracy of records, identify discrepancies, and locate and retrieve missing documents as needed.
• Communicates with students, educational staff, and correctional facility staff to resolve any record-related issues.
• Requests and processes transcripts and other educational records from external institutions.
• Maintains the secure storage and organization of all physical and digital records, ensuring compliance with ECSD/department regulations.
• Generates reports and provides data analysis to support educational programming and compliance reporting.
• Maintains a digital repository of all program-related documents, including curriculum materials, policies and procedures, and guidance documents, ensuring the repository is up-to-date and accessible to the NECC/ECSD team.
• Creates guidance documents to support program processes and procedures.
• Adhere to all federal, state, and institutional policies regarding student records, including FERPA and correctional facility regulations.
• Maintains strict confidentiality of student information, ensuring records are accessible only to authorized personnel. Ensure all records management activities are conducted with a focus on security and safety. Follow all ECSD and NECC protocols and guidelines to maintain secure and compliant records management systems.
• Receives inmate request forms and respond to inquiries regarding enrollment and scheduling.
• Supports the Data, Research, and Evaluation Specialist in maintaining program data.
• Identifies opportunities for improving records management processes within the correctional education context. Implement new procedures to enhance efficiency and accuracy while adhering to ECSD and NECC protocols.
• Assists with training program staff on records management policies and procedures. Provides ongoing support to ensure adherence to best practices and regulatory requirements.
• Utilizes appropriate software and tools to manage student data effectively,
• Addresses any issues related to student records promptly and effectively, considering the unique challenges of the correctional environment. Troubleshoot and resolve discrepancies in records, collaborating with correctional and educational staff as needed.
• Other duties as assigned to support program operations
• Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
• Substitutions:
  • An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
  • An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.

NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

PREFERRED QUALIFICATIONS:

• Highly developed customer service skills
• Proficiency with Microsoft Office Suite
• Excellent written and verbal communication skills
• Excellent organizational and time management skills
• Ability to handle deadline driven environment including multiple and simultaneous responsibilities
• Ability to adapt to constantly changing environments and priorities
• Strong attention to detail, ability to multi-task, work under pressure with interruptions, meet established deadlines, and work effectively on a team
• Budget and Accounting experience
• Experience working with and supporting a culturally diverse population

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

BACKGROUND CHECK: Candidates will be required to pass a CORI and SORI check as a condition of employment.

Additional Information:

SALARY: $2,266.94 - $3,198.40 biweekly ($58,940.44 - $83,158.40 annually). Pay grade 17; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including 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, and excellent retirement benefits.

ANTICIPATED START DATE: ASAP

Application Instructions:

TO APPLY: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration:

• Cover Letter, describing your qualifications and/or how you may be best suited for the role
• Resume/CV

Review of applications will begin 5 business days from the posting date and will continue until the position is filled.

**Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors)

Northern Essex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ [e-mail]), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: http://www.necc.mass.edu/clery