Administrative Assistant – Criminal Justice Programs

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Job Description and Responsibilities

The Administrative Assistant – Criminal Justice Programs is responsible for drafting and editing documents, performing clerical functions, and supporting Criminal Justice Programs administered by North Carolina Sheriff’s Association including Statewide Misdemeanant Confinement. The Administrative Assistant – Criminal Justice Programs is also responsible for supporting Criminal Justice Programs training by preparing materials, managing registration, and coordinating the onsite requirements for class facilitation. The Administrative Assistant – Criminal Justice Programs reports to the Director – Criminal Justice Programs.

Essential duties include, but are not limited to:

  • Statewide Misdemeanant Confinement Program
    • Provides SMCP support to accurately enter data and process forms in the SMCP records database
    • Provides general administrative support to the Statewide Misdemeanant Confinement Program (SMCP) and other projects, as assigned
    • Responds promptly and professionally to telephone and email inquiries about the program
    • Assists the SMCP Coordinator with drafting and editing the monthly SMCP Reports
    • Sends monthly emails to SMCP Jail and Financial Points of Contact detailing reimbursement adjustments
    • Travels to and works onsite at SMCP training classes to assists with logistics; sets-up and prepares meeting rooms including basic A/V equipment set-up
    • Assists with the preparation of material for SMCP training classes; drafts and edits material; compiles training and course materials
    • Maintains a professional working relationship with jail administrators, detention officers, county finance managers, and other county and state personnel involved with the Statewide Misdemeanant Confinement Program
    • Assists the Director in the preparation of responses regarding the SMCP from external agencies, boards, and commissions
  • Criminal Justice Programs
    • Provides general administrative support to the Director, while supporting various criminal justice programs and other projects, as assigned
    • Drafts, reviews, and edits the monthly Criminal Justice Programs Report
    • Provides administrative support to the Traumatic Incident Response Program, including making travel arrangements for the On-Site Coordinator, ordering U.S. burial flag, mourning bands, easel, display case, $1,000 prepaid debit card, and coordinating with the NC Department of Administration to have NC flag flown over the State Capitol
    • Coordinates with staff and sheriff’s offices for on-site visits and assessments for the Courthouse Security Assessment Program
    • Drafts, reviews, and edits courthouse security assessment reports
    • Assists the Director- Criminal Justice Programs by serving as a point of contact for details regarding multiple Criminal Justice Programs, including Courthouse Security, Statewide Disaster Assistance Network and Traumatic Incident Response and others.
    • Sends letters to all sheriffs reminding them about the NCSA Scholarship Program and the criteria for awarding the Spring and Fall scholarships
    • Sends Notice to All Sheriffs – announcing Scholarships awarded for Spring and Fall semesters
    • Processes Spring and Fall Scholarship applications to include coordinating submission of cover letters, receipt of invoices and payments to universities via NCSEAA; updates and maintains Scholarship Guidebook as needed
    • Provides administrative support for the association’s Scholarship Program including drafting and mailing program-related correspondence
  • Miscellaneous
    • Makes arrangements for Peace Officer’s Memorial Day wreath
    • Assists co-workers as necessary and performs any additional duties as assigned
    • Maintains Notary Public certification
    • Prepares and sends Metal of Valor email to sheriffs annually
Qualifications:

Education Requirement: 4-year college degree or equivalent experience

Required Skills:

  • Minimum 3-5 years related work experience
  • Demonstrated collaborative skills and ability to work well within a team
  • Proficiency with Microsoft Office, particularly excel
  • Ability to reconcile basic financial reports and prepare excel spreadsheets
  • Demonstrated ability to work independently and solve problems
  • Strong organization and interpersonal skills
  • Outstanding oral and written communication skills
  • Ability to work in a fast-paced environment
  • Knowledge of modern office practices and procedures
  • Ability to adhere to our Association’s professional standards and core values
  • Ability to perform other related duties as assigned

Supplemental Information:

The work is typically preformed in an office while sitting, standing, or stooping. The employee occasionally lifts light and heavy objects, weighing up to 20 pounds.

If you are interested in applying for the position, please submit your resume to jobs@ncsheriffs.net.

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