Programs Administrative Assistant

About the role

Provide a full range of administrative duties to the Programs and Accreditation Divisions of the Lubbock County Detention Center. Perform a wide variety of specialized clerical duties in support of the Sheriff’s Office.

Responsibilities

• Receive and review incoming as well as outgoing correspondence; prepare correspondence
• Serve as Notary Public as needed
• Work courteously with the public on the telephone and in person
• Maintain personnel files for all volunteers
• Maintain accurate and up-to-date files for personnel
• Answer phones, take messages, transfer calls
• Receive invoices, prepare purchase orders, verify orders received and distributed
• Maintain the office calendar
• Arrange staff meetings and schedule appointments
• Develop and maintain meeting minutes
• Serve as the primary point of contact for community partners
• Process all programs request forms
• Provide and coordinate the purchase of programs materials upon request
• Maintain historical records of all purchased items
• Update and create databases and spreadsheets
• Prepare monthly summary of programs activities
• Screen calls and visitors, respond to inquiries from the public
• Establish and maintain a system to assure timely handling of action items
• Coordinate and schedule volunteer services for the facility
• Other duties as assigned

Requirements

• Minimum High School Diploma or GED; Bachelor’s degree or five years office or clerical experience preferred
• Must possess a valid Texas Driver’s License
• Must obtain Notary Certification within one year of date of hire

Skills

• Familiarity with various computer software systems, personnel policies, and procedures
• Ability to work independently in the absence of supervision
• Strong skills and extensive experience in database and Excel applications, and word processing
• Strong interpersonal and communication skills
• Ability to effectively communicate orally and in writing with staff members and other members of varying levels of authority
• Ability to research, assemble, compile, and tabulate information and figures
• Minimum typing/keyboard speed of 50 words per minute
• Ability to prioritize and accomplish multiple time-sensitive tasks simultaneously
• Ability to review a variety of correspondence for proper grammar and format
• Ability to establish and maintain a rapport with individuals within and outside the organization
• Ability to plan, organize, and coordinate work
• Ability to maintain and organize an office filing system

Physical and Environmental Requirements

• Maintain the ability to occasionally stand, walk, kneel, and bend during the shift
• Reach, grip and use fine dexterity
• Push and pull objects
• Occasionally flex upper trunk forward at the waist and partially at the knees
• Frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records
• Occasionally rotate upper trunk to the left or right while sitting or standing, place arms above, at or below shoulder height
• Use vision and depth perception required to include color vision
• May be occasionally called upon to perform acts of intense physical exertion during emergency situations
• The noise level in the work environment is usually moderate