Administrative Assistant-Social Services

About the role

Provides administrative and/or secretarial support services for the Department and, subject to assignment, to any supervisor, program or division manager. Performs related duties as required. Works under the general supervision of a division manager. Subject to assignment, will receive direct supervision from a specific supervisor, director, program manager, or division manager.

Responsibilities

• Answering telephone calls, receiving visitors and screening for appropriate individuals and nature of business, and taking messages when needed;
• Preparation and typing of a variety of correspondence, reports, and memoranda from rough draft or oral instructions;
• Taking notes at scheduled meetings and preparing minutes for distribution;
• Preparation and compilation of statistical information;
• Maintenance of office records and filing system, in particular correspondence files and attendance records;
• Researching information and exercising a moderate amount of independent judgment regarding relevance of information to assigned tasks;
• Collect grievances from within the units;
• Generate the monthly Earned Good Time report;
• Coordinate and manage attorney calls;
• Must have knowledge of, and become familiar with, relevant Department policies and any assigned division, program or office procedures and operations.

Qualifications

• Ability to use Microsoft 98 (or later version) and generate Excel spreadsheets;
• Ability to type no less than 40 WPM;
• Excellent organizational skills and ability to maintain accurate records and files;
• Outstanding verbal and written communication skills and knowledge of general office practices and procedures;
• Flexibility and ability to learn and perform new duties and skills as assigned;
• High school graduate with business or secretarial school training OR lengthy prior secretarial experience OR a combination of training and experience which provides the knowledge, skills and