Administrative Assistant II - Essex County Sheriff%27s Department

Massachusetts; Middleton (MA); On-site; USD 58,000 - 84,000; Full time

Job summary

An established community college seeks a dedicated Administrative Assistant II to support the Essex County Sheriff's Department. This role involves managing student records, providing administrative support, and ensuring compliance with regulations. The ideal candidate will have strong organizational skills and a commitment to enhancing educational programming. Join a forward-thinking institution that values diversity and innovation, where you can make a meaningful impact in the lives of students and the community. If you thrive in a dynamic environment and are passionate about education, this opportunity is perfect for you.

Benefits

Competitive Health Insurance

Free Dental Insurance

Paid Sick Leave

Paid Vacation

Educational Benefits for Employee/Spouse/Dependents

Excellent Retirement Benefits

Qualifications

• 3+ years in office management or administration, including records management.
• Bachelor's degree preferred; customer service skills are essential.

Responsibilities

• Manage and maintain student records with accuracy and confidentiality.
• Provide administrative support to the Education Director and staff.
• Conduct audits to verify record accuracy and resolve discrepancies.

Skills

Customer Service Skills

Written Communication

Verbal Communication

Organizational Skills

Time Management

Attention to Detail

Bilingual (Spanish/English)

Education

Bachelor's Degree

Associate's Degree in Business Administration

Tools

Microsoft Office Suite

Job description

PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW:

https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=187261

About Northern Essex Community College:

THE COLLEGE: Northern Essex Community College (NECC) serves about 5,000 credit students each semester on two campuses located in the beautiful, historic Merrimack Valley region of northeast Massachusetts. Our suburban Haverhill campus sits on 106 acres near Kenoza Lake and features a Technology Center and an award-winning Student One-Stop Center. Our urban campus in Lawrence occupies a number of buildings in the heart of downtown. Most recently, we have constructed a new 44,000 square foot health technologies facility, the Dr. Ibrahim El-Hefni Allied Health & Technology Center. Both campuses are a short drive to Boston and to the beaches and state parks along the coast.

The College has been building an organizational culture that values initiative and innovation, and seeks to identify and develop the strengths in students, faculty, staff, and programs in order to grow and improve. NECC is also committed to using evidence to guide planning and decision-making. These values are reflected in the use of Appreciative Inquiry for strategic planning and accreditation; in our investment in strengths-based, institution-wide professional development; and in our ten-year involvement as a Leader College in Achieving the Dream, a national network of community colleges dedicated to using data to close student achievement gaps.

We are also committed to the recruitment and retention of a diverse workforce that reflects the communities we serve. With over 40% Hispanic students, NECC was the first federally recognized Hispanic Serving Institution (HSI) in New England.

We seek leaders who are committed to the community college mission, actively engaged in promoting diversity, and prepared to use their unique strengths and innovation with the goal of student success.

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 and also providing 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.
• Adheres 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. Ensures all records management activities are conducted with a focus on security and safety. Follows all ECSD and NECC protocols and guidelines to maintain secure and compliant records management systems.
• Receives inmate request forms and responds 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. Implements 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. Troubleshoots and resolves discrepancies in records, collaborating with correctional and educational staff as needed.
• Other duties as assigned to support program operations.

Requirements:

MINIMUM QUALIFICATIONS:

• 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:

• Bachelor's degree
• 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
• Bilingual (Spanish/English)
• 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)

DEADLINE: Open until filled

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