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 Sheriffs’ Association including the Statewide Misdemeanant Confinement Program. The Administrative Assistant – Criminal Justice Programs is also responsible for supporting Criminal Justice Programs training by preparing materials, assisting with logistics, 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:

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 Reports
  • Provides administrative support to the Traumatic Incident Response Program, including 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, Civil Unrest and others as assigned.
  • 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
  • Reviews and submits Spring and Fall Scholarship applications to include coordinating submission of cover letters, receipt of invoices and payments to universities via NCSEAA and NCICU; updates and maintains Scholarship Guidebook as needed
  • Provides administrative support for the Association’s Scholarship Program including drafting and mailing program-related correspondence

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 Coordinator – SMCP and the SMCP Lead Records Management Specialist with drafting, editing and processing the monthly SMCP Reports
  • Sends monthly emails to SMCP Jail and Financial Points of Contact detailing reimbursement adjustments
  • Travels overnight to and works onsite at out-of-town SMCP training classes approximately 3 times per year to assist 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 SMCP.
  • Assists the Director in the preparation of responses regarding the SMCP from external agencies, boards, and commissions

Conference/Meetings:

  • Assists with researching issues and policies related to the Office of the Sheriff and the criminal justice system in North Carolina
  • As requested, assists the Manager – Conference/Meetings/SLI and Coordinator – Conference/Meetings/SLI with conducting research, drafting reports, scheduling meetings and training, and other duties as assigned
  • Attends regional out-of-town training events as on-site logistics coordinator and Audio/Visual point of contact. This includes the State Misdemeanant Confinement Program classes, Sheriffs’ Leadership Institute, Legislative Update Training, and other regional training events as assigned
  • Assists with registration of Criminal Justice Programs events and trainings

Miscellaneous:

  • Makes arrangements for Peace Officer’s Memorial Day wreath
  • Maintains Notary Public certification
  • Prepares and sends Badge of Bravery email to sheriffs annually
  • Assists co-workers as necessary and performs any additional duties as assigned

Qualifications:

Education Requirements: 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

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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