Administrative Assistant

Job Description

Job Description

SUMMARY

Under the general direction of the Facility Manager, the Administrative Assistant performs a variety of moderately complex administrative, clerical, and accounting duties in support of daily jail operations. This position provides administrative support to facility management and staff while maintaining accurate records, processing payroll and purchasing functions, assisting with inventory control, and ensuring compliance with facility policies, security procedures, and applicable regulations. The Administrative Assistant is expected to maintain strict confidentiality and exercise sound judgment in a secure correctional environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Provide administrative support to facility management and staff, including answering telephones, greeting authorized visitors, preparing correspondence, maintaining calendars, and performing general office duties.

· Prepare, compile, edit, and distribute reports, meeting minutes, memoranda, and other documents as requested by facility management.

· Administer the facility payroll process, including maintaining payroll records, reviewing timesheets for accuracy, resolving payroll discrepancies, and coordinating with Human Resources and Payroll.

· Assist with recruitment and onboarding activities, including scheduling interviews, processing employment documentation, conducting employment verifications and reference checks, and maintaining personnel records.

· Maintain confidential employee, operational, and administrative records in accordance with applicable laws, regulations, and agency policies.

· Process purchase requisitions, purchase orders, invoices, and vendor payments while maintaining accurate purchasing records.

· Assist with inventory control for office supplies, uniforms, equipment, and other facility materials, ensuring appropriate documentation and accountability.

· Support facility accounting functions by processing invoices, maintaining financial records, reconciling petty cash, and coordinating required documentation with the Finance Department.

· Monitor and resolve vendor billing issues and maintain positive working relationships with service providers.

· Utilize facility management software, maintenance management systems, records management systems, and Microsoft Office applications for data entry, reporting, and recordkeeping.

· Ensure all administrative activities comply with facility security procedures, confidentiality requirements, and applicable county, state, and federal regulations.

· Coordinate administrative support for training, meetings, audits, inspections, and accreditation activities as assigned.

· Maintain a clean, organized, and secure office environment.

· Demonstrate professionalism, integrity, and excellent customer service when interacting with staff, contractors, vendors, law enforcement personnel, and members of the public.

· Cooperate effectively with all departments and contribute to a positive team-oriented work environment.

· Perform other duties as assigned by the Facility Manager.

EDUCATION/EXPERIENCE

· High school diploma or GED required.

· Associate degree in Business Administration, Office Administration, Criminal Justice, Accounting, or a related field preferred.

· Minimum of three (3) years of progressively responsible administrative or office support experience.

· Experience in a correctional, law enforcement, public safety, or government environment is preferred.

· Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and other office software.

JOB REQUIREMENTS

· Experience performing payroll, purchasing, accounts payable, or financial recordkeeping.

· Strong knowledge of office procedures, filing systems, and records management.

· Experience preparing professional correspondence, reports, and spreadsheets.

· Experience working with confidential personnel and financial information.

· Ability to learn and effectively use facility management, maintenance management, payroll, and records management software.

· Excellent organizational and time management skills.

· Strong verbal and written communication skills.

· Ability to maintain strict confidentiality and exercise discretion.

· Knowledge of standard office procedures and administrative practices.

· Knowledge of basic accounting principles and financial reconciliation.

· Strong attention to detail and accuracy.

· Ability to prioritize multiple assignments and meet deadlines.

· Ability to follow written and verbal instructions.

· Ability to establish and maintain effective working relationships with staff, vendors, contractors, government agencies, and the public.

· Ability to work independently while contributing effectively as a member of a team.

· Ability to maintain professionalism, composure, and sound judgment in a correctional environment.

· Commitment to maintaining safety, security, and compliance with all facility policies and procedures.

PHYSICAL REQUIREMENTS

· Ability to sit, stand, and walk for extended periods.

· Ability to lift and carry office materials and supplies weighing up to 25 pounds.

· Ability to reach, bend, stoop, and access storage areas.

· Ability to operate standard office equipment, including computers, printers, copiers, and telephones.

· Ability to recognize and respond appropriately to emergency situations.

· Ability to remain alert and maintain situational awareness while working in a secure correctional environment.

· Ability to travel throughout the facility as needed.

WORKING CONDITIONS

The Administrative Assistant primarily works in a secure correctional facility within a climate-controlled office environment. The position requires regular movement throughout administrative and secured areas of the jail. Employees may be exposed to elevated noise levels, correctional equipment, inmate activity, and varying environmental conditions while performing assigned duties. Compliance with all facility safety and security procedures is required at all times.

DCO Energy (DCO) is a nationally recognized developer of sustainable and renewable energy facilities that enriches the communities it operates by partnering with contractors, businesses, and talent. DCO Energy applies robust and innovative design, construction, and operation methodologies resulting in sustainable and safe solutions for owners in different industry sectors.

Company Description

DCO Energy (DCO) is a nationally recognized developer of sustainable and renewable energy facilities that enriches the communities it operates by partnering with contractors, businesses, and talent. DCO Energy applies robust and innovative design, construction, and operation methodologies resulting in sustainable and safe solutions for owners in different industry sectors.