Administrative Assistant-Temp/Seasonal

Summary:
Under the direction of the Detention Warden or his designee, performs a variety of work as assigned in a wide range of areas focused on administrative duties, records custodian, billing, scheduling attorney visits, and court hearings. Will ensure the confidentiality of all detainee records and information. 

Essential Duties & Responsibilities: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
 
Attorney Visits:
Will respond to phone calls and emails from the Federal Public Defenders Office and any other attorney. 
Responsible for scheduling calls or in-person visits for detainees. 
 
Court Hearings:
Responsible for scheduling all court hearings Federal or State.
Obtain court documents via email to have detainee's sign. 
Responsible for printing and providing all reports to the courts.
 
Undertake general office duties:
Clerical and administrative duties. 
Answering and transferring telephone call or take messages.
Drafting and sending standard letters
Photocopying/arranging documents to printed. 
 
Records custodian: 
Court documents
Prepare detainee files for release.
Review new intake files.
Work with transport staff-notify of any court transports, prison transports,
Assist and conduct monthly detainee file reviews.
Respond to detainee’s request forms and grievances. 
 
Billing:
Prepare and generate invoices for other agencies.
Assure payments are received.
Learn the process for detainee funds, and the process for reimbursement. 
Ability to communicate with vendors, contractors, public and staff.
Any other duties as assigned. 
 

Education, Certification and Experience:
High school graduate or equivalent; two- three years clerical experience in an office setting. The ability to work with people and work under pressure; Must be able to pass a pre-employment drug screen and clear a background check that may involve fingerprinting; Must have a valid Driver’s License.  

Language Skills: 
The skill to read, analyze and interpret general records, documents; the skill to logically and effectively present information both orally and in writing and respond to questions from managers, clients, customers and the public. 
Knowledge: Knowledge of standard computer software for word processing and spreadsheets, knowledge of basic record file keeping and storage.
Ability:
Able to write routine reports and correspondence. Ability to effectively work with County employees, and the public. Ability to earn and maintain the respect of co-workers.  Ability to communicate logically and clearly both orally and in writing; follow oral and written instructions, with minimal supervision.   Ability to read and interpret documents such as medical forms, medication scripts, informational labels and documents. Ability to develop and meet goals and initiatives of the department.   Ability to speak effectively on a one-on-one basis with individuals.  Ability to exercise independent judgment and initiative with minimal supervision. Ability to work as a team player and be willing to deliver superior customer service to both internal and external customers.
Physical Demands:
Must be able to operate a variety of standard office equipment which includes a motor vehicle, computer, calculator, telephone, cellphone, fax machine, copier, and projector. Employee is frequently required to sit, speak and hear and use hands to finger, handle, or feel objects, tools, or controls. During the work shift, the employee may be required to stoop, kneel, crouch, crawl, reach with hands and arms, climb and balance. Vision requirements include the ability to read routine documents and use a computer. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus. 
Work Environment:
Work is often performed under typical office conditions, but there will be routine exposure to areas where prisoners are incarcerated. The noise level in the work environment is quiet in the office and can be loud in the confinement areas. 
Supervision:
Works under the direction of the Detention Center Warden or his designee. 
Supervisory Responsibilities:
Supervises no one.