Administrative Assistant II Venango County Prison

Administrative Assistant II Venango County Prison

Full-Time, 80 hours/pay

Venango County Prison

Venango County Prison

NON-EXEMPT HOURLY FIVE

Overall Objective of Job

To perform varied administrative functions in a timely manner to assure efficient operation of department; and to act as liaison between the assigned department and other county agencies and/or departments.

Essential Functions of Job

• Assists Warden with a variety of administrative tasks and duties as assigned, i.e., contracts and documents depending upon specific needs.
• Initiates and modifies documents including correspondence, reports, drafts, memos and emails as authorized by the Warden.
• Prepares report for Prison Board. Acts as recording secretary for Prison Board, with review.
• Schedules interviews, appointments, meetings, etc. for Warden as necessary.
• Assists Warden with processing all Human Resource related paperwork.
• Answers inquiries from public and others regarding non-confidential information.
• Notarizes documents or processes forms for prison or inmates as needed.
• Assists Warden by providing input for budget preparation, and other budget items throughout the year.
• Assists in processing invoicing, billing, or other financial matters for prison as needed.
• Oversees scheduled maintenance of office machines to include phones, copiers, printers, etc.
• Receives, records and processes invoices for payment from general fund as needed, with approval from Deputy Warden or Warden.
• Orders inmate and prison supplies from vendors, with approval from Deputy Warden or Warden.
• Oversees records retention.
• Oversees setting up, maintaining and reporting grant activities, with approval.
• Handles the process of payroll according to established practices, including filling out all necessary information on the payroll certification sheets.
• Prepares special event registrations and coordinates all travel arrangements if needed.
• Enters inmates into the Compass (Act 22 eligibility application process) when directed by the Warden.

Other Duties of Job

• Attends staff meetings, training, and seminars as required.
• Requisitions supplies for office as required.
• Assists other clerical staff with work duties as needed.
• Performs other job-related duties as required.
• Maintains files and statistics required within the department.
• Operates computer and creates spreadsheets using Word, Excel, and other computer programs. Provides input and makes adjustments to programs and data as required.

Supervision Received

Works independently with little instruction/supervision from Warden or Deputy Warden in regard to daily duties.

Working Conditions

1. Works indoors in limited office space, with adequate lighting and temperatures but subject to fluctuations in ventilation.

2. Frequent exposure to noise, disruptions and stress.

3. Travels occasionally when needed to perform essential functions of job.

Physical and Mental Requirements

1. Must possess ability to record, convey and present information, explain procedures and follow instructions.

2. Must be able to sit for long periods throughout the workday with intermittent periods of standing/walking and occasional bending, twisting, stooping, reaching and grasping as necessary to carry out essential job duties.

3. Dexterity requirements range from coordinated movements of fingers/hands to simple movements of feet/legs/torso as necessary to carry out essential job duties.

4. Sedentary work, with occasional lifting/carrying of objects with maximum of twenty-five pounds.

5. Must be able to cope with the physical and mental stress of the position.

6. Must be able to pay close attention to details and concentrate on work.

Qualifications

A. EDUCATIONS/TRAINING

Associate degree in business, paralegal, executive assistant, or related field required, plus some clerical and computer training preferred.

B. WORK EXPERIENCE

Two to four years’ working experience, preferably in government or legal administrative environment; or an acceptable combination of experience, training or education.

· Must not appear on Preclusion Lists as defined by “Pennsylvania’s Medical Assistance Bulletin 99-11-05 Provider Screening of Employees and Contractors for Exclusion from Participating in Federal Healthcare Programs.”

· Must successfully complete pre-employment drug screening.

Knowledge, skills and abilities required

• Must be able to speak and understand the English language in an understandable manner in order to carry out essential functions of job.
• Must possess good communication and interpersonal skills.
• Must possess initiative and problem solving skills.
• Must be able to maintain strict confidentiality in regard to inmates and department information and records.
• Must possess ability to function independently, have flexibility and the ability to work effectively with vendors, inmates, coworkers and others.
• Must possess the technical knowledge of operating personal computers and other office equipment with accuracy and reasonable speed.
• Must possess a willingness to travel as needed to carry out essential job duties.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must possess excellent organizational skills and ability to coordinate several schedules and details or projects with accuracy and efficiency.
• Must possess ability to perform basic mathematical calculations and prepare invoices, billings and/or financial reports.
• Must possess ability to compose routine correspondence.
• Must interact with other internal and external government departments, outside bureaus, agencies, courts and general public daily as needed to perform essential job duties.
• Must possess some knowledge of legal terminology and the operation and procedures of court systems and county government.
• Must possess general knowledge of policies/procedures of management and apply same to essential job duties.
• Must be able to obtain and maintain a notary public license.

ATTENTION APPLICANTS:

All applicants are required to submit a County Application for Employment in order to be considered for this position.

Veterans claiming veterans’ hiring preference must provide a valid DD214 form that clearly displays an honorable or general discharge and dates of service completed.

All applications and related documents must be received by the deadline in order to be considered. Late applications will not be accepted or considered.

DEADLINE TO APPLY: 02/16/2026 at 4:00 p.m.

EOE M/F/D/V **THE COUNTY OF VENANGO IS A DRUG-FREE WORKPLACE.**

Job Type: Full-time

Pay: From $14.99 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

People with a criminal record are encouraged to apply

Ability to Commute:

• Franklin, PA 16323 (Required)

Ability to Relocate:

• Franklin, PA 16323: Relocate before starting work (Required)

Work Location: In person

Salary : $15