ADMINISTRATIVE ASSISTANT I

Dauphin County; Harrisburg (Dauphin County); On-site; USD 19,000 - 27,000; Full time

Job summary

The Dauphin County Prison is seeking a full-time Administrative Assistant 1 starting at $16.82 per hour. The role involves preparing letters, reports, and other documents in standard format; managing incoming and outgoing correspondence; and maintaining confidential files.

Duties also include answering phones, greeting visitors, assembling data, and performing general clerical tasks with discretion and independence. Requires high school diploma and three years of administrative experience.

Qualifications

• Three years’ experience in administrative work.
• Any acceptable combination of education and work experience.
• Satisfactory completion of training for employment in a prison setting.

Responsibilities

• Prepare letters, reports, and other documents in standard format.
• Manage incoming and outgoing correspondence; maintain confidential files.
• Dispatch, receive, and file documents per established procedures; exercise discretion and good judgement.
• Answer telephones, greet visitors, assemble statistical data, and perform general clerical tasks.
• Operate office machines (PC, scanner, copier, calculator, fax, telephone) and report malfunctions.
• Supervise inmate workers in the Administrative Office and oversee inventory/uniform distribution.
• Submit monthly reports to the Department of Corrections after review by management; maintain logs and inventories.

Skills

Clerical tasks

Education

High school diploma or equivalent with business/secretarial coursework

Tools

Office equipment (phone system, scanner, copier, calculator, fax)

Job description

The Dauphin County Prison is currently accepting applications for the full-time position of Administrative Assistant 1 starting at $16.82 per hour. An employee in this position prepares letters, reports, and other documents in standard format; manage incoming and outgoing correspondence; establishes and maintains confidential files; dispatches, receives, and files documents in accordance with established procedure; perform a wide range of duties including answering telephones, greeting visitors, assembling and organizing various statistical data, and performing general clerical/secretarial tasks which require the use of discretion, independence and clear judgement.

This employee is also responsible for but not limited to performing these additional essential functions: answers phones and routes calls and/or takes and distributes messages; receives and routes department correspondence; greets and directs visitors in accordance with established protocols; monitors operation of standard business machines, to include personal computer, scanner, copier, calculator, fax machine, and telephone system; reports malfunctions to proper authority; supervises inmate workers assigned to perform cleaning and related tasks in the Administrative Office; oversees uniform distribution and inventory management system consistent with union contractual provisions and relevant policy; submits monthly reports to the Department of Corrections on behalf of the facility after initial review by Chief Deputy Warden; maintains various statistical data and logs confidential reports for routing to the appropriate party; maintains inventory of office supplies, ordering replenishments when necessary; interacts with staff, other departments, and general public on department related matters; and performs related tasks and any other related duties, as necessary or as assigned.

Minimum Education, Experience, and Training Requirements

• Graduation from high school or an accredited equivalency program, with coursework in business English, secretarial science, and/or clerical studies.
• It is expected that the successful candidate will attain, within one calendar year of appointment, certification in first-aid, automated external defibrillator use, and cardiopulmonary resuscitation and will maintain such certification for the duration of her/her employment. The successful candidate will satisfactorily complete all training necessary for employment in a Prison setting.
• Three years’ experience in administrative work.
• Any acceptable combination of education and work experience.

Other Requirements

• Attends meetings, seminars and training as required.
• Assists other employees in the Administration Office as required.
• Performs other job-related duties as required.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.