Administrative Assistant II - Essex County Sheriff's Department

Westfield State University; Haverhill (MA); On-site; USD 58,000 - 84,000; Full time

Job summary

Westfield State University is seeking a Full-Time Administrative Assistant II for the Essex County Sheriff's Department. This role involves managing student records, providing support to education directors, and ensuring compliance with various regulations. Candidates should have strong organizational skills, experience in office management, and ideally a Bachelor's degree. A comprehensive benefits package is included with the position.

Benefits

Complete fringe benefit package

Competitive health insurance

Free dental insurance

Excellent retirement benefits

Educational benefits for employee/spouse/dependents

Qualifications

• Minimum three years of experience in office management or similar roles.
• Education substitutions may apply depending on degree obtained.
• Ability to manage multiple responsibilities in a deadline-driven environment.

Responsibilities

• Maintains accuracy and confidentiality of student records.
• Supports education directors with administrative duties.
• Conducts audits and communicates effectively with students and staff.

Skills

Customer service skills

Organizational skills

Time management skills

Attention to detail

Communication skills

Bilingual (Spanish/English)

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Administrative Assistant II - Essex County Sheriff's Department
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
• The Classification Specification is available at: https://www.mass.edu/shared/classificationspecs/specspers/Administrative Assistant Series.doc

Job 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


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