Administrative Assistant

Job Description – Administrative Assistant

JOB SUMMARY

The Administrative Assistant positions within the Chase County Detention Center are non-exempt, full-time positions under the Fair Labor Standards Act (FLSA). The position operates under the direction of the Administrative/Training Lieutenant and within the established chain of command of the Chase County Detention Center. This position is responsible for assisting with various financial, clerical, billing, transportation, communication, payroll, timekeeping, and administrative functions in accordance with Chase County policies, State of Kansas statutes, and other applicable regulations. Administrative Assistants work collaboratively to ensure continuity of business operations and efficient administrative support for the facility.

PRIMARY DUTIES

• Assist with accounts payable, accounts receivable, billing, and financial recordkeeping.
• Assist in preparing financial reports and documentation as requested by the chain of command.
• Coordinate with the County Clerk's Office regarding financial reports, audits, payroll, and supporting documentation.
• Assist with employee payroll processes, including reviewing timesheets, verifying payroll data, preparing payroll documentation, and coordinating payroll-related matters with the County Clerk's Office.
• Monitor and maintain employee timekeeping records, review timeclock entries for accuracy, and assist supervisors and employees with timekeeping corrections and reporting.
• Maintain and review contracts, invoices, inventories, and other administrative records.
• Coordinate the ordering of supplies, and other materials necessary for detention center operations.
• Complete housing and transportation billing for agencies utilizing Chase County Detention Center services.
• Work with local, state, and federal agencies regarding billing, reimbursement, and administrative matters.
• Complete deposits for checking accounts and prepare checks or cash for inmates and detainees departing the facility.
• Reconcile inmate trust fund and facility accounts as assigned.
• Assist with software systems utilized for financial operations, payroll, timekeeping, inmate communications, scheduling, and record management.
• Assist with virtual visitation scheduling and related administrative functions.
• Process and maintain financial, inmate, and administrative records in accordance with applicable laws, regulations, and agency policies.
• Provide administrative support to the Administrative/Training Lieutenant, Operations Lieutenant, Captain, Jail Administrator, and other facility personnel as assigned.
• Handle confidential and sensitive information in a secure and professional manner.
• Perform other duties as assigned.

INTERMITTENT DUTIES

• Assist with scheduling inmate court appearances, and other appointments as needed.
• Perform clerical work including typing, filing, scanning, faxing, copying, and data entry.
• Prepare correspondence, reports, memoranda, and other documents as required.
• Send and retrieve mail from the United States Postal Service and process inmate mail in accordance with detention center policies and procedures.
• Answer telephone calls, emails, and other forms of communication.
• Maintain records, reports, and files required for detention center operations.
• Assist with audits, inspections, and compliance reviews by compiling requested documentation.
• Assist with maintaining administrative forms, procedures, and documentation.
• Perform other related duties as assigned.

BASIC REQUIREMENTSEXPERIENCE

Experience in administrative support, business, accounting, bookkeeping, office management, or a related field are strongly encouraged for this position. Other qualifications will be considered in lieu of this experience.

EDUCATION

High school diploma, G.E.D., or equivalent required. An associate degree or higher in business, accounting, office administration, or a related field is preferred.

CERTIFICATIONS

Must maintain a valid Kansas Driver's License with a satisfactory driving record.

CRIMINAL HISTORY

The Administrative Assistant must not have been convicted of a crime that would constitute a felony under the laws of the State of Kansas, a misdemeanor crime of domestic violence, or any offense that reflects adversely upon the honesty, trustworthiness, integrity, or competence of the employee.

KNOWLEDGE

Must possess the ability to receive, interpret, and follow verbal and written instructions. Applicants must be able to read, write, and speak English. The ability to speak a foreign language is beneficial. Employees must obtain and maintain knowledge of statutes, regulations, and policies applicable to the position.

TECHNICAL SKILLS

Ability to read, analyze, and interpret business, financial, and governmental documents. Ability to prepare reports, business correspondence, spreadsheets, and procedural documents. Proficiency in Microsoft Word, Excel, Outlook, and other business software applications is required.

PROBLEM SOLVING

Ability to identify problems, gather information, evaluate alternatives, and recommend solutions related to administrative and financial operations within the detention center.

SUPERVISION

The Administrative Assistant position is non-supervisory in nature. The position operates within the established chain of command of the Chase County Detention Center and reports to the Administrative/Training Lieutenant. The Operations Lieutenant, Captain, and Jail Administrator maintain authority and oversight over the position consistent with their responsibilities and rank.

FINANCIAL ACCOUNTABILITY

Responsible for the accurate handling, depositing, reconciliation, and accounting of funds entrusted to the position. Responsible for the efficient use of equipment, facilities, materials, and resources assigned to the detention center.

PERSONAL/PUBLIC RELATIONS

Ability to communicate effectively with the public, inmates and detainees, county officials, vendors, contractors, and representatives of federal, state, and local agencies. Must maintain professional working relationships and communicate clearly both verbally and in writing.

DRESS AND APPEARANCE

Employees shall maintain a professional appearance consistent with the business operations of the Chase County Detention Center. Acceptable attire may range from clean, casual business clothing, including jeans paired with an appropriate business-casual shirt, to traditional business attire. Clothing shall be neat, presentable, and appropriate for a professional correctional environment. Employees shall comply with all departmental policies regarding appearance, identification, workplace professionalism, and safety requirements. The Jail Administrator or their designee may establish additional dress requirements as necessary to meet operational needs.

WORKING CONDITIONS

Work is performed primarily in an office environment with occasional exposure to correctional facility operations. Employees may occasionally be required to work outside in varying weather conditions and near moving mechanical equipment.

PHYSICAL REQUIREMENTS

While performing the duties of this position, the employee is regularly required to sit; use hands and fingers to handle, feel, and operate objects; reach with hands and arms; talk; and hear. The employee may occasionally be required to stand, walk, stoop, kneel, crouch, or crawl and occasionally lift or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Disclaimer

The statements contained herein describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, or qualifications required of personnel assigned to this classification.

This job description has been reviewed for compliance with the Americans with Disabilities Act (ADA), Equal Employment Opportunity Commission (EEOC) guidelines, and the Fair Labor Standards Act (FLSA).

Pay: $20.00 - $23.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $20 - $23