Junior Clerk - Programs

General Statement of Duties:

This administrative support position serves under the direct supervision of the Assistant Superintendent of Re-Entry Division Manager and assist in the administration and operation of the Programs Division in Middleton. Coordinates all administrative and clerical activities of the Division. Assist by maintaining confidential and administrative files of the Assistant Superintendent and other staff members of the Department. The ability to keep restricted information confidential is a vital requirement. This position is based out of Middleton HOC, but will provide administrative support at other program locations and travel between sites occasionally.

Supervision Received:

Work under the direct supervision of the Assistant Superintendent of Re-Entry Division Manager or an administrator of a higher grade who provide instruction and guidance. As a designee of the Assistant Superintendent or a senior administrator, will assign work and review performance through oral and written reports to ensure adherence to policy and conformance with rules and regulations of the Department.

Essential Functions:

§  Support all administrative tasks as assigned.

§  Collect and compile all monthly reports from vendors.

§  Collect and submit earned good time reports to Classifications.

§  Assist with all aspects of Audit Prep for Programs Assist in copying, filing, and creating binders for ACA and DOC quarterly/yearly audits.

§  Collecting and maintaining all minutes for all Programs meetings.

§  Track all grant initiatives and maintain all grant referrals and relevant data.

§  Daily review of the Movement out of 120A report in OMS to actively maintain/update the No Programs List.

§  Development and ongoing maintenance of PowerPoint presentations and detailed guidance documents.

§  Enter assigned vendor and community partner attendance/case note progress updates in OMS.

§  Oversee the monthly vendor reporting process, including receipt, review, upload to OneDrive, and archival in the shared programs folder.

§  Keep track of ongoing agenda items for monthly programs meetings. Organize agendas, attendance list and meeting minutes.

§  Ensure that all office and programmatic supplies are ordered in a timely fashion for the programs team.

§  Actively maintain and update the ECSD Middleton Onboarding Binder (for new and current staff, every 3 months).

§  Actively maintain and update the ECSD ECPRC Onboarding Binder (every 3 months).

§  Organize vendors’ staffing lists in a centralized location.

§  Assist in all aspects of Recognition Ceremony preparation.

§  Provide Parole Board with complete programs documents (students’ programs summary, attendance, case notes. documentation) for any active student that has an upcoming parole hearing.

§  Support STAR social media efforts by consistently updating the profile with activities and updates.

Please note this job description is not designed to cover or contain a comprehensive listing of activities,

duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday (8:30AM-4:30PM).

AAP/EEO Statement:

The Essex County Sheriff’s Department is an Equal Opportunity/Affirmative Action Employer.

Required Education and Experience:

§  Associate degree (or equivalent).

§  Excellent communication skills (both oral and written), organizational skills necessary.

§  Ability to work independently.

§  Ability to deal effectively with the public, government officials, and legislative bodies and function calmly under pressure.