Prison Administrative Assistant at Effingham County Board of Commissioners

Springfield, Georgia, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Oct, 26

Salary

20.0

Posted On

21 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Records Management, Data Entry, Timekeeping, Payroll Documentation, Invoice Processing, Microsoft 365, Customer Service, Confidentiality, Scheduling, Correspondence, Procurement Support

Industry

Government Administration

Description

Prison Administrative Assistant $17.50 - $20.00/HR Purpose of Classification: The Administrative Assistant performs administrative, clerical, records, and operational support for the Effingham County Prison under the direction of the Office Manager. The position supports accurate and timely front-office operations, correspondence, scheduling, records management, data entry, timekeeping and payroll documentation, purchasing and invoice processing, personnel and training documentation, and required reporting. This is a civilian, non-certified position. The employee does not exercise custody or control over inmates, perform correctional officer duties, supervise employees, approve payroll or expenditures, make employment decisions, or independently commit the County to financial or operational obligations. Essential Functions: The following duties are illustrative and not exhaustive. Incumbents may be assigned additional responsibilities as organizational needs evolve. * Provides day-to-day administrative support to the Office Manager and as assigned, the Warden, Deputy Warden, supervisors, and other Prison staff. * Receives and screens telephone calls, visitors, deliveries, and routine inquiries; provides accurate information within the scope of authority; takes messages and routes matters to the appropriate person. * Prepares, formats, proofreads, copies, scans, distributes, and files correspondence, memoranda, reports, forms, spreadsheets, meeting materials, schedules, logs, and other documents. * Maintains organized electronic and paper records; scans, indexes, stores, retrievers, and disposes of records in accordance with County policy, approved retention schedules, litigation holds, audit requirements, and applicable confidentiality restrictions. * Enters, retrieves, reviews, and updates information in authorized County and facility systems; verifies data for accuracy and completeness; identifies discrepancies and follows established correction or escalation procedures. * Maintains calendars, schedules appointments and meetings, coordinates rooms or virtual meeting access, prepares agendas and materials, and may record and prepare meeting notes or minutes. * Collects and reviews timekeeping, leave, overtime, and related payroll documentation for completeness and apparent accuracy; follows up on missing information; prepares summaries and routes records for supervisory review and approval. The position does not independently approve timecards, leave, or payroll changes. * Supports personnel transactions and onboarding by organizing and routing forms, scheduling interviews and required appointments, maintaining departmental working files, tracking deadlines, and coordinating with Human Resource Services. The position does not make hiring, disciplinary, compensation, or other employment decisions. * Assists with training and certification administration for correctional staff, which may include scheduling training, assembling Basic Correctional Officer Training or other required packets, tracking completion dates, uploading authorized documents, and maintaining training records. Correctional officer or POST certification is not required for this position. * Supports purchasing and accounts payable processes by preparing requisitions, assembling purchase order and invoice documentation, maintaining expenditure logs, tracking approvals, ordering approved supplies, and routing documents to Procurement, Finance, Accounts Payable, Revenue, or other departments for review and action. * Assists with travel, reimbursement, state reporting, inmate-account, commissary, release-package, or other operational documentation by compiling source records, preparing spreadsheets or reports, and maintaining supporting documentation, subject to review by the Office Manager or other authorized official. * Processes incoming and outgoing administrative mail and deliveries. Assists with inmate mail only when authorized and in accordance with facility procedures, including restrictions applicable to privileged or legal mail. * Maintains office supply inventories and coordinates approved purchases, service calls, and routine maintenance for copiers, scanners, printers, and other office equipment. * Communicates professionally with employees, County departments, vendors, state agencies, inmates, family members, attorneys, and members of the public to exchange information, coordinate work, and resolve routine administrative issues within established procedures. * Protect confidential and sensitive information, including personnel, payroll, criminal-history, medical, financial, security, and inmate information. Use and disclose information only as authorized and required for assigned duties. * Comply with all Prison security requirements, professional-boundary rules, contraband restrictions, emergency procedures, and access-control requirements. Immediately reports security concerns, policy violations, or suspicious activity through the established chain of command. * Completes required Prison Rape Elimination Act (PREA) training and complies with all prevention, detection, reporting, confidentiality, non-retaliation, and response requirements. Immediately reports knowledge, suspicion, or information concerning sexual abuse, sexual harassment, retaliation, or staff neglect as required by law and policy. * Maintains reliable attendance and punctuality and work the schedule required to meet payroll, audit, reporting, training, emergency, and operational deadlines. Occasional overtime or schedule adjustments may be required and will be handled in accordance with wage-and-hour requirements and County policy. Non-Essential / Secondary Duties * Provides temporary administrative coverage for other Prison office functions as assigned. * Assists with special projects, audits, inventories, records reviews, and process-improvement activities. * Performs other related duties consistent with the classification and operational needs of the Prison. Knowledge, Skills, and Abilities * Knowledge of basic park, facility, custodial, athletic field, and grounds maintenance practices. * Knowledge of safe operation and routine care of hand tools, power tools, small equipment, vehicles, and assigned park maintenance equipment. * Knowledge of basic workplace safety practices, hazard recognition, PPE use, and procedures for reporting maintenance or safety concerns. * Ability to communicate clearly and professionally with park visitors, coworkers, supervisors, vendors, program participants, and the public. * Ability to provide calm, respectful, and firm rule-compliance reminders and to recognize when a matter should be escalated. * Ability to read and follow written instructions, posted procedures, safety labels, work orders, schedules, maps, and basic maintenance documentation. * Ability to complete basic written or electronic records, checklists, incident notes, and supply or maintenance requests. * Ability to perform basic math is needed for time records, supply counts, field measurements, and routine work documentation. * Ability to work independently on assigned tasks while exercising sound judgment and seeking guidance when situations exceed established procedures. * Ability to establish and maintain effective working relationships and contribute to a safe and welcoming public environment. Preferred Education, Experience, and Attributes and Qualification Requirements: Minimum Qualifications * High school diploma or GED. * Two (2) years of progressively responsible clerical, administrative support, records, customer service, bookkeeping support, timekeeping, or related office experience. * An equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the essential functions may be considered. Preferred Qualifications * Associate degree or college-level coursework in business administration, office administration, accounting, criminal justice, public administration, or a related field. * Administrative experience in local government, corrections, public safety, law enforcement, courts, or another regulated environment. * Experience with electronic records, Microsoft 365, spreadsheets, timekeeping or payroll documentation, purchasing, accounts payable, HR documentation, or training-record systems. Physical Requirements * Walk, stand, bend, kneel, climb, and work in varying weather conditions. * Lift and carry up to 50 pounds and assist with movement of deceased persons using appropriate equipment and assistance. * Work around bloodborne pathogens, biohazards, decomposition, and other hazardous conditions while wearing appropriate PPE. Knowledge, Skills, and Abilities * Knowledge of modern office practices, administrative procedures, records management, document control, customer service, and confidentiality requirements. * Proficiency with standard office technology, including email, word processing, spreadsheets, shared files, virtual meetings, scanners, copiers, and data-entry systems; ability to learn County and Prison software. * Ability to prepare clear, accurate, and professional correspondence, reports, forms, and spreadsheets using proper grammar, spelling, punctuation, and formatting. * Ability to perform routine mathematical calculations, compare records, reconcile supporting documentation, identify inconsistencies, and maintain accurate logs. * Ability to follow detailed written and verbal instructions, standard operating procedures, security requirements, retention rules, and established approval workflows. * Ability to prioritize multiple assignments, meet deadlines, maintain attention to detail, and remain organized despite interruptions or changing priorities. * Ability to exercise sound judgment within established authority, recognize matters requiring escalation, and avoid making commitments or decisions beyond the position’s authority. * Ability to communicate calmly, respectfully, and professionally with individuals from varied backgrounds, including in difficult or emotionally charged situations. * Ability to maintain strict confidentiality, professional boundaries, and integrity in a correctional environment. * Ability to work effectively both independently and as part of a team and to accept direction from the Office Manager and authorized command staff. Performance Aptitudes Data Utilization: * Requires the ability to review, classify, categorize, prioritize, and/or analyze data. This includes discretion in determining data classification and referencing such analysis to established standards to recognize actual or probable interactive effects and relationships. Human Interaction: * Requires the ability to apply principles of persuasion and/or influence. * Equipment, Machinery, Tools, and Materials Utilization: * Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Verbal Aptitude: * Requires utilizing various references, descriptive, and/or advisory data and information. Mathematical Aptitude: * Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may include the ability to perform mathematical operations with fractions; may consist of the ability to compute discount, interest, profit and loss, ratio and proportion; may consist of the ability to calculate surface areas, volumes, weights, and measures. Functional Reasoning: * Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Situational Reasoning: * Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluating information against measurable or verifiable criteria. ADA Compliance Physical Ability: * Tasks require exerting moderate, though not constant, physical effort. They typically involve activities such as climbing, balancing, stooping, kneeling, crouching, and crawling. They may include lifting, carrying, pushing, and/or pulling objects and materials of moderate weight (12-20 pounds). Sensory Requirements: * Some tasks require the ability to perceive and discriminate visual cues or signals, and some require the ability to communicate orally. Environmental Factors: * Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, pollen, wetness, humidity, temperature extremes, or traffic hazards. ** To comply with regulations by the Americans with Disabilities Act (ADA), the principal duties in job descriptions must be essential to the job. To identify essential functions, focus on the duties' purpose and result rather than how they are performed. The following definition applies: a job function is essential if removing that function would fundamentally change the job.

Responsibilities

Provides comprehensive administrative, clerical, and operational support for the Effingham County Prison, including records management and payroll documentation. Coordinates front-office operations, handles correspondence, and supports personnel onboarding and training administration.