Administrative Assistant-Social Services

Suffolk County Sheriff's Department; Boston (MA); On-site; USD 42,000 - 64,000; Full time

Job summary

The Suffolk County Sheriff's Department in Boston seeks a detail-oriented administrative support specialist to provide secretarial services for the department, handle correspondence, schedule meetings, and maintain records with accuracy and discretion.

Requires proficiency in Microsoft Office, ability to type at least 40 WPM, strong written and verbal communication, and the ability to learn department procedures. High school diploma or secretarial training preferred.

Qualifications

• High school diploma or secretarial training (or equivalent)
• Proven typing speed of at least 40 WPM
• Strong organizational skills with ability to maintain accurate records
• Excellent verbal and written communication skills
• Flexibility and willingness to learn department procedures

Responsibilities

• Provide administrative and/or secretarial support for the Department and assigned supervisors
• Answer phones, greet visitors, screen inquiries, and take messages as needed
• Prepare and type correspondence, reports, and memoranda from rough drafts or oral instructions
• Take notes at meetings and prepare minutes for distribution
• Compile statistical information and maintain office records and filing systems
• Research information and exercise judgment on relevance to assigned tasks
• Coordinate and manage attorney calls
• Familiarize with department policies and procedures

Skills

Typing 40 WPM

Organizational skills

Verbal communication

Written communication

Flexibility

Education

High school diploma

Secretarial training

Tools

Microsoft Office

Excel

Job description

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

Provides administrative and/or secretarial support services for the Department and, subject to assignment, to any supervisor, program or division manager. Performs related duties as required.

SUPERVISION RECEIVED

Works under the general supervision of a division manager. Subject to assignment, will receive direct supervision from a specific supervisor, director, program manager, or division manager.

DUTIES AND RESPONSIBILITIES

1. Administrative and/or secretarial support includes the following:
2. Answering telephone calls, receiving visitors and screening for appropriate individuals and nature of business, and taking messages when needed;
3. Preparation and typing of a variety of correspondence, reports, and memoranda from rough draft or oral instructions;
4. Taking notes at scheduled meetings and preparing minutes for distribution;
5. Preparation and compilation of statistical information;
6. Maintenance of office records and filing system, in particular correspondence files and attendance records;
7. Researching information and exercising a moderate amount of independent judgment regarding relevance of information to assigned tasks.
8. Collect grievances from within the units.
9. Generate the monthly Earned Good Time report.
10. Coordinate and manage attorney calls.
11. Must have knowledge of, and become familiar with, relevant Department policies and any assigned division, program or office procedures and operations.

QUALIFICATIONS

1. Ability to use Microsoft 98 (or later version) and generate Excel spreadsheets;
2. Ability to type no less than 40 WPM;
3. Must have excellent organizational skills and ability to maintain accurate records and files;
4. Must possess outstanding verbal and written communication skills and have knowledge of general office practices and procedures;
5. Flexibility and ability to learn and perform new duties and skills as assigned.
6. High school graduate with business or secretarial school training OR lengthy prior secretarial experience OR a combination of training and experience which provides the knowledge, skills and abilities to meet the duties and responsibilities described above.