Talbot County, Maryland

Summary:

The Administrative Assistant position provides a broad spectrum of support for the Detention Center. Mental agility and multitasking are essential skills to maintaining the balance of the daily office workflow. Filing is the foremost activity for the Administrative Assistant, attention to detail, and keeping both inmate and employee files in accessible and orderly fashion enables the department to function smoothly. Promptly answering phones, greeting visitors both professionally and personally and making certain that safety protocols are followed is expected.

Essential Duties and Responsibilities:

These are intended only as illustrations of the various types of work performed.  The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

1. Establish and maintain inmate criminal history files inclusive of court documents, internal memoranda and other documents/documentation relating to that individual.

2. Provides clerical/secretarial support to the Director and Deputy Director of Corrections.

3. Assist the Deputy Director in the preparation, administration, oversight and maintenance of the staff schedule and employee leave records.

4. Prepare and/or maintain specific information and reports regarding staff payroll including overtime, shift differential and payroll change requests.

5. Maintain Departmental office supply inventory.  Prepare and submit purchase request to Office Manager when replenishment is necessary.

6. Answer telephones by the third ring and greet visitors at lobby window.  Provide information and instruction(s) as necessary; forward call and inquires to appropriate authority for response.

7. Prepare, update and distribute periodic reports, including the Daily Roster, Weekly Population Report, the Monthly Jail Stats Report to Maryland Division of Corrections, the Xerox Usage Report and others as assigned.

8. Provide assistance to staff and serve as departmental liaison on various office equipment including copier(s), fax machines, printers and telephones.  Support various staff with projects requiring clerical skills, creation of forms and other office related items.

9. Draft routine letters and type correspondence as necessary.  Prepare reports, forms and documents as directed.  Establish and maintain correspondence files.

10. Process Commissary deposits; prepare account ledgers for inmates, and deposits for the bank.

11. Assist in emptying and preparing discarded medications for proper and safe disposal.

12. Creation and maintenance of Applicant files and paperwork.

13. Preparing bulk mailings

14. Perform other duties as assigned and/or required.

REQUIRED SKILLS/ABILITIES:

1. Establish and maintain automated and manual record keeping systems with accuracy.

2. Make well-reasoned and logical decisions where several options are available.  Perform duties with attention to detail and a high level of accuracy.

3. Demonstrate and employ a thorough knowledge of office technology, procedures and equipment.

4. Achieve and maintain an acceptable rate of date entry and typing proficiency.

5. Manage confidential information and matters in a discreet and professional manner.

6. Establish and maintain effective working relationships at all levels both internally and externally inclusive of co-workers, colleagues, elected officials, department heads, inmates and the general public.

7. Effectively communicate both orally and in writing.

Qualifications:

Graduation from an accredited high school with experience in a professional office setting providing secretarial or clerical services/support. 

Proficiency with current office technology, methods and processes is required. 

Any equivalent combination of acceptable education and experience that provides the requisite knowledge, skills and abilities may be substituted.

Physical Demands:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this job, employees are regularly required to sit, walk and stand; talk and hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds occasionally.  Specific vision abilities required by this include close vision, distance vision and the ability to adjust focus between the two.

Mental Demands

The ability to remain tactful and professional at all times is critical for the successful functioning of the front office.  Multitasking is expected.  Adherence to security protocols is expected at all times.  While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with County/Departmental managers, staff, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive individuals.

Work Environment:

The work environment described here are representative of those an employee may encounter while performing the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Employees work under typical office conditions, and the noise level is moderately quiet.  In certain assignments, an employee may occasionally work near moving equipment and be exposed to toxic or caustic chemicals, biological hazards, airborne fumes, outdoor weather conditions and loud, prolonged noise.  The office is often busy and has multiple events that occur simultaneously that require someone who is able to respond to each situation without becoming overwhelmed.

·A Detention Center is a facility that houses people who are being held in detention for short periods, people awaiting trial or sentence by the courts. 

·Department of Corrections is a governmental agency tasked with the responsibility of overseeing the incarceration of persons convicted of crimes within a particular jurisdiction. In the U.S., all 50 states have State Department of Corrections.

Benefits

Talbot County Government employees are provided one of the most competitive pay and benefit packages in the area. To view all benefits, click here.

Application:

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Talbot County is an equal opportunity employer. The county does not discriminate on any basis prohibited by federal, state, or local law.