Administrative Assistant

About Paragon Professional Services

Paragon offers a wide range of environmental investigation, consulting, compliance, and remediation services as well as IT solutions, Facility O&M, Materiel Support, Supply and Security to both private- and public-sector clients throughout Alaska and the Continental U.S. Paragon’s experienced professional staff is dedicated to producing high-quality documentation and providing safe field execution to support its clients’ projects in line with local, state and federal guidelines and regulations.

About this position

Location – El Paso, TX

Essential Duties and Responsibilities

• Maintain, update, and verify employee personnel records, rosters, databases, spreadsheets, and other administrative tracking systems.
• Update real-time personnel and operational data used by the operations center and project leadership.
• Aid with onboarding, personnel actions, employee documentation, credentialing, and records management.
• Aid with maintaining personnel files in accordance with company, contractual, and federal recordkeeping requirements.
• Prepare correspondence, memorandums, reports, presentations, spreadsheets, and other official documents.
• Aid departments with filing, data entry, document control, recordkeeping, and other administrative requirements.
• Conduct administrative duties associated with Disturbance Control Teams and other emergency response activities.
• Respond during emergency situations and provide direct administrative and operational support to Disturbance Control Teams and project leadership.
• Provide emergency assistance within the employee’s level of training, including the use of fire extinguishers and the administration of basic first aid, CPR, or AED support.
• Maintain accountability of employee uniforms and assigned equipment.
• Cookbook the ordering, receipt, inventory, issuance, exchange, and documentation of staff uniforms and equipment.
• Maintain accurate uniform and equipment records and assist with resolving inventory or accountability discrepancies.
• Use Microsoft Office programs, including Excel, Word, PowerPoint, Outlook, and other company-approved systems.
• Work independently with limited supervision while managing multiple administrative projects, deadlines, and priorities.
• Maintain confidentiality when handling employee, medical, security, disciplinary, and other sensitive information.
• Obtain and maintain a Public Notary commission when required by the company.
• Participate in and successfully complete all required company, contract, safety, security, and emergency response training.
• Maintain an understanding of detention, correctional, military, or similar secure facility operations.
• Communicate professionally with employees, supervisors, managers, corporate personnel, government representatives, and outside agencies.
• Identify administrative discrepancies and elevate concerns to the appropriate manager for review and resolution.
• Provide administrative coverage and assistance to other departments based on operational needs.

Education Requirements

• Required (Minimum Necessary): Bachelor’s degree from an accredited college or university in business administration, human resources, management, criminal justice, or a related field.
• Minimum of three years of experience in detention, corrections, military service, or a related field.
• Ability to obtain and maintain a federal High Risk Public Trust background determination or other security clearance required by the contract.

Knowledge, Skills, Abilities, And Other Characteristics

• Proficiency with Microsoft Excel, Word, PowerPoint, and Outlook.
• Experience maintaining confidential records, databases, spreadsheets, and administrative tracking systems.
• Ability to communicate clearly and professionally in writing and verbally.
• Ability to prioritize assignments, meet deadlines, and complete work with limited supervision.
• Ability to work in a secure detention or correctional environment and interact professionally with employees at all organizational levels.

Necessary Physical Requirements

• Maintain a constant state of mental alertness.
• Maintain physical condition necessary for bending, stooping, sitting, walking, or standing for prolonged periods of time.
• Must be able to work for extended periods using a computer, keyboard, mouse, telephone, and other office equipment.
• Maintain ability to lift, carry, issue, and organize boxes of uniforms, supplies, and equipment as required.
• Maintain ability to move throughout a detention or correctional facility and respond to designated locations during emergency situations.
• Maintain ability to successfully complete the company’s required physical fitness examination.

Work Environment

• The work environmental characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of the role.
• Employees must always maintain a constant state of situational awareness.
• The position is primarily performed in an office setting within or near a secure detention facility.
• The employee will have regular exposure to computer screens and will frequently use a computer, keyboard, mouse, printer, scanner, and multi-line telephone system.
• The employee may be required to enter operational areas of the facility, interact with uniformed personnel, and provide support during emergency situations, training exercises, or periods of increased operational activity.
• The position may require occasional schedule changes, extended hours, weekends, holidays, or emergency response support based on project needs.