Description
The Administrative Assistant will oversee the lobby for the SEO Initiative, Community Service, and Reentry programs. Although stationed on the same floor for these programs, this position will assist with intake and administrative functions specific to the Pretrial Release Initiative, SHINE and Community Service programming and work closely with the Director of Administration and Development, Pretrial Release Program Supervisor and SHINE Program Supervisor on assigned administrative tasks.
As needed, the Administrative Assistant will track, verify and record participant status, eligibility, engagement and outcomes for programming and support completion of background checks and assessments for individuals being considered for the Pretrial Release program and SHINE Community Service Program. Additional responsibilities include ensuring quality assurance for daily intake assessments, reviewing and editing correspondence between case managers and officers of the court, assisting with court date reminders and updates, supporting data quality and data management tasks, and providing overall program support. The Administrative Assistant is also expected to participate in assigned meetings and record and prepare meeting minutes and assist with proper documentation and related reports.
Primary Duties and Responsibilities:
Welcome participants in the SEO Initiative, Community Service, and Reentry programs and notify their case managers upon arrival.
Track, validate, and accurately record participant status, eligibility, engagement, and outcomes for participants in required spreadsheets and databases.
Conduct and support Public Safety Assessment (PSA) processes, including completing initial assessments when needed, ensuring quality assurance, and recording scores and related information in required databases and spreadsheets.
Update court dates and record court outcomes for OR bonds.
Answer telephone inquiries of participants and other interested parties. Refer calls to appropriate staff.
Conduct initial contact with participants assigned to TEEM programs. Assist participants with completing paperwork and scheduling office visits as needed.
Assist with data collection, interpretation, and preparation of monthly, quarterly, and annual reports using Microsoft Office, Salesforce, Excel, OSCN, ERGO and other relevant systems.
Attend meetings as assigned and accurately record and prepare meeting minutes while assisting with related reports and documentation as needed.
Work with other TEEM staff in a positive, productive and professional manner, and communicate within proper lines of organization chart.
Ensure participant services follow all program policies, procedures, and guidelines.
Assist with direct services for participants as needed including but not limited to food baskets, clothing closet and hygiene packet preparation and distribution.
Maintain reliable attendance during scheduled work hours.
Perform other duties as assigned by the supervisor.
Requirements
Knowledge, Skills, and Abilities:
Possess a basic understanding of individuals in need and impacted by the criminal justice system and ability to empower them without enabling.
Maintain positive interpersonal relationships and relate to participants and the public in a professional, supportive manner.
Ability to think critically, analyze complex information, and apply sound judgment. Ability to track, document, and maintain up-to-date and accurate records.
Ability to adapt effectively to a changing environment and work well with a wide range of individuals, situations, circumstances and work-related software.
Demonstrate a consistent commitment to TEEM’s philosophy, program concepts, policies, and procedures.
Education Required: Bachelor’s Degree, Associate’s Degree and at least one year’s full-time criminal justice experience or two years part-time experience, or a high school diploma and four years full-time experience.
Work Experience: Experience working with data management, interpreting information from OSCN, legal office experience preferred. Knowledge of the criminal legal system preferred.
Physical Requirements: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with physical limitations or disabilities to perform the essential functions.
