Administrative Assistant – JBCR Program

Job Title: Administrative Assistant – JBCR Program

Location: Gadsden County Detention Facility
Job Type: Full-time
Pay: $35,000.00 - $42,000.00 per year
Schedule: Monday to Friday, 8:00 AM - 5:00 PM
Status: Non-Exempt

We are seeking a full-time Administrative Assistant to support the daily operations of our Jail Based Competency Restoration (JBCR) Program at the Gadsden County Detention Facility. This position provides essential clerical and administrative support to help ensure smooth program operations while maintaining a high level of professionalism, organization, and confidentiality.

The ideal candidate will have strong administrative experience, excellent attention to detail, and the ability to work effectively in a structured, correctional environment. This role supports medical records management, scheduling, data entry, correspondence, and general office operations.

Essential Duties and Responsibilities

Medical Records Management

• Maintain an organized and secure medical records system for JBCR participants
• File documents in the electronic health record system and/or paper charts
• Scan and upload documents as needed
• Ensure records are complete, accurate, and current
• Process release of information requests in accordance with HIPAA guidelines
• Track and maintain consent forms, court orders, and legal documents
• Prepare charts for audits and quality reviews
• Archive records in accordance with retention policies

Scheduling and Coordination

• Schedule appointments for participants, including psychiatric, therapy, and group sessions
• Coordinate calendars for clinical staff to ensure efficient use of time
• Schedule court appearances and assist with logistics
• Maintain the master calendar for program activities
• Send appointment reminders and confirmations
• Coordinate with detention staff regarding participant availability
• Reschedule appointments and communicate updates as needed

Communication and Correspondence

• Answer phones and direct calls appropriately
• Take accurate messages and ensure timely delivery
• Respond to routine inquiries from courts, attorneys, and community partners
• Prepare routine correspondence and memos
• Maintain professional and courteous communication in all interactions
• Serve as an initial point of contact for the program
• Route urgent matters to the appropriate staff promptly

Data Entry and Reporting

• Enter data related to census tracking, attendance, and program activities
• Maintain databases and spreadsheets
• Generate routine reports, including census, attendance, and outcomes
• Prepare monthly statistical reports
• Ensure the accuracy of all data entry
• Assist the Program Coordinator with outcome tracking

Office Management and Supplies

• Order office supplies and maintain inventory
• Prepare purchase requisitions
• Track expenses and maintain budget records
• Organize and maintain office filing systems
• Ensure office equipment is functional and arrange repairs as needed
• Maintain an organized and professional work environment
• Support special projects as assigned

Qualifications

Education

• High school diploma or GED required
• Associate’s degree in Business Administration or related field preferred
• Medical office or healthcare administrative training is a plus

Experience

• Minimum of 2 years of administrative or office support experience required
• Healthcare or mental health setting experience strongly preferred
• Experience with medical records management preferred
• Familiarity with HIPAA and confidentiality requirements preferred

Skills and Competencies

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
• Excellent typing skills, with a minimum of 50 words per minute and strong accuracy
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize effectively
• Professional phone etiquette and communication skills
• Discretion and understanding of confidentiality requirements
• Ability to work independently with minimal supervision
• Strong problem-solving skills and resourcefulness
• Friendly, helpful, and professional demeanor

Additional Requirements

• Must pass a comprehensive background check
• Must obtain security clearance for jail facility access
• Reliable transportation and valid Florida driver’s license required
• Ability to work in a correctional environment
• Professional appearance and conduct required

Physical Demands and Work Environment

• Work is performed in an office setting within a correctional facility
• Prolonged sitting at a computer workstation
• Repetitive keyboard and mouse use
• Occasional lifting of files or supplies up to 25 pounds
• Visual acuity for computer work and document review

Benefits

Benefits will be discussed during the interview process.

Work Location

In person

Pay: $35,000.00 - $42,000.00 per year

Work Location: In person

Salary : $35,000 - $42,000