EXECUTIVE ASSISTANT

Job Description

SALARY: $46,009/year

OVERALL OBJECTIVE OF JOB

The Executive Assistants handles essential administrative tasks that keep the Dauphin County Administration Office running smoothly. These include managing calendars, scheduling meetings, coordinating travel arrangements, preparing reports and presentations, and maintaining both electronic and physical filing systems. They also screen calls, emails, and correspondence, ensuring that appropriate focus is dedicated to high-priority tasks while routine matters are efficiently managed. This is confidential administrative work with support duties that encourage the mission and vision of the Dauphin County Prison.

ESSENTIAL FUNCTIONS OF JOB

1. Facilitates clear communication, maintains professional relationships with management and supervisors from other departments and agencies and handles sensitive information with discretion, which is critical for maintaining trust and organizational integrity.
2. Serves as a gatekeeper and liaison for the Warden, managing interactions with staff, external agencies, community interest groups and the public.
3. Acts as a strategic partner to the Prison Administrative Leadership team by anticipating needs, coordinating cross-departmental communication, tracking project progress, and preparing materials for meetings or public interactions.
4. Assists the Litigation & Policy Coordinator on special projects as assigned by the Warden or designee.
5. Assists the Litigation & Policy Coordinator with associated tasks in response to lawsuits/complaints filed against the facility and staff; the collection of responsive records for Right-to-Know requests affiliated with Dauphin County Prison; and the management of all processes associated with the SCAAP Grant.
6. Receives, screens, researches, and oversees the collection of records in response to Subpoenas.
7. Handle emails, phone calls, memos, and other business correspondence, acting as a gatekeeper to filter requests.
8. Assists the Litigation & Policy Coordinator to prepares items/issues for review by the Dauphin County Prison Board of Inspectors, including the preparation and submission of the monthly Prison Board meeting packets.
9. Receives, screens, researches, and drafts responses to grievances that have reached the Wardens level, noting any discrepancies for immediate action.
10. Tracks Prison Board action, prepares detailed meeting minutes, and completes projects as assigned or requested by the Prison Board.
11. Assists with the screening, research, and drafting of submissions for various surveys.
12. Maintains and updates records and files on various department projects and statistical information.
13. Organizes meetings, appointments, and events, ensuring leadership's time is optimized and priorities are met.
14. Creates and distributes meeting agendas.
15. Opens, sorts, and distributes all business mail for the Dauphin County Prison.
16. Monitors and oversees compliance with Record Retention Procedure and records storage for the facility and coordinates periodic storage projects.
17. Interacts with staff, County officials, other departments, outside agencies, community interest groups, and general public on department related matters.

OTHER DUTIES OF JOB

1. Attends meetings and training as required.
2. Attends all prescheduled monthly Prison Board meetings.
3. Assists other employees in the Administration Office as required.
4. Performs other job-related duties as required.

SUPERVISION RECEIVED

1. Incumbent reports to the Warden.
2. Receives instruction, supervision and training regarding workflow and assignments from the Litigation & Policy Coordinator.

SUPERVISION GIVEN

1. While this position does not formally supervise other staff, the incumbent will assign tasks and monitor the workflow of other Administration/Support staff and report any noted issues to the Warden and/or designee for action.

WORKING CONDITIONS

1. Occasional non-traditional working hours.
2. Works indoors in limited workspace with fluctuating temperatures/ventilation and adequate lighting.
3. Works indoors with frequent exposure to noise, disruptions, and multiple simultaneous deadlines.
4. Normal indoor exposure to dust/dirt.
5. Occasionally works outdoors as duties require.
6. Travels occasionally to attend meetings or perform other essential job duties.

PHYSICAL/MENTAL CONDITIONS

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, bending, twisting, reaching, stooping, and grasping as necessary to carry out job duties.
3. Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out job duties.
4. Occasional lifting/carrying of objects of varying weight, primarily less than forty 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.
7. Must be able to speak clearly and adequately hear in a manner that is sufficient to communicate effectively and respond appropriately both in-person and on the telephone.
8. Must be able to adequately hear and record information for the purpose of transcribing accurate meeting minutes.
9. Must have sufficient vision to read source materials and computer screen data.
10. Must demonstrate resourcefulness in decision making and problem solving and ability to apply critical thinking.

QUALIFICATIONS

A. EDUCATION/TRAINING*

1. Graduation from high school or an accredited equivalency program plus; a college degree or certification from an accredited college/university in business or a related field.
2. It is expected that the successful candidate for this position will achieve and maintain accreditation/certification in First Aid, Cardiopulmonary Resuscitation, and the use of automatic external defibrillator (AED).
   B. WORK EXPERIENCE*
   1. Minimum of 3 years' experience in professional office / administrative work. Previous experience in a correctional setting is preferred but not required.

*Or a comparable combination of education and experience


C. ADDITIONAL REQUIREMENTS

1. Valid Pennsylvania Driver's License.
2. Favorable criminal background check.
3. Pennsylvania Child Abuse and FBI Child Abuse clearances.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

1. Must possess strong organizational, communication, and problem-solving skills, along with proficiency in office software and research capabilities.
2. Must be detail-oriented, proactive, and adaptable, capable of managing complex workflows and providing administrative support in high-pressure environments.
3. Must be able to speak and comprehend the English language in an understandable manner to carry out essential job duties.
4. Must possess highly effective communication and interpersonal skills.
5. Must possess ability to function independently, have flexibility and the ability to work effectively with department heads, staff, and others.
6. Must possess ability to maintain confidentiality about sensitive information.
7. Must possess technical knowledge of operating personal computers and other office equipment as necessary.
8. Must be available to work an established schedule of core working hours with occasional non-traditional hours as needed.
9. Must possess the ability to make independent decisions when circumstances warrant such action.
10. Must possess knowledge of principles and practices of modern corrections.
11. Knowledge of pertinent Federal, State, and local rules and regulations.
12. Knowledge of County Prison Board policy.
13. Knowledge of Prison emergency plans.
14. Knowledge of County Prison evolutions.
15. Knowledge of Prison configuration and spaces.
16. Skill in first aid and cardiopulmonary resuscitation
17. Ability to maintain sensitive information securely and manage confidential files.
18. Ability to communicate clearly, orally and in writing.
19. Ability to understand and carry out complex oral and written instructions.
20. Ability to assess and timely/accurately report (orally and in writing) extraordinary events and emergencies
21. Ability to recognize and respond to emergency situations which may present when working in a correctional setting with potentially hostile individuals.
22. Ability to implement routine and emergency procedures, timely and accurately.
23. Ability to work accurately and confidentially in an inherently stressful environment.
24. Ability to establish effective work relationships with superiors; peers; subordinates; other departments and staff within the facility, County, vendors/suppliers, and outside agencies; inmates and their families, friends, and advocates; elected and appointed officials of Federal, State, and local government; and other interested persons.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.