Senior Administrative Assistant - Records

POSITION TITLE : Senior Administrative Assistant - Records (SC16)

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES :

1. Provide administrative, quality control, and / or secretarial support services to the Records Office

2. Performs related work and duties as required

SUPERVISION RECEIVED :

1. Work under the direct supervision of the Records Supervisor.

2. Subject to assignment, may also / instead be supervised by a specific supervisor, director, program manager, or division manager.

SUPERVISION EXERCISED : None

DUTIES AND RESPONSIBILITIES :

1. Provide administrative, quality control and / or secretarial support, such as :

• Prepare and type a variety of correspondence, reports, and memoranda from rough draft or oral instructions;
• Prepare and compile statistical information;
• Maintain office records and filing system, and in particular correspondence files and attendance records;
• Research information and exert a moderate amount of independent judgment regarding relevance of information to assigned tasks;
• Notified Criminal Offender Record Information (CORI) petitioners of inmate transfers, furloughs and movement to minimum security;
• Perform data entry;
• Process sex offenders and maintain and disseminate sex offender information as required by law;
• Serve as Department liaison with SORB;
• Assist with the collection and processing of DNA information ensuring compliance with Massachusetts General Laws;
• Conduct detailed global CJIS / LEAPS queries, analyze data and prepare packets for submissions to classification, custody assessment and other relevant parties;
• Process discharges, bails, purges and sentence revisions;
• Provide general administrative and secretarial support;
• Search for and compile data from office files as requested;
• Perform other related and various clerical duties as requested; and
• Such other duties and assignments as may be assigned.

2. Must have knowledge of, or become rapidly conversant with, relevant Department policies and any assigned office or division procedures.

QUALIFICATIONS AND EXPERIENCE :

• Ability to use Microsoft 98 (or later version) and generate Excel spreadsheets;
• Ability to type;
• Excellent organizational skills and ability to maintain accurate records and files;
• Possess outstanding verbal and written communication skills and have knowledge of general office practices and procedures;
• Demonstrate flexibility and the ability to learn and perform new duties and skills as assigned;
• Possess a working knowledge of the bail process, court process and sentencing procedures; and
• Must be high school graduate (diploma or GED). Must also have business or secretarial school training OR lengthy prior secretarial experience OR a combination of training and experience which provides sufficient knowledge, skills and abilities to perform the duties and responsibilities described herein.

ESSENTIAL FUNCTIONS :

• Regular attendance;
• Ensuring any data entry performed is accurate;
• Ensuring any documents filed are done so correctly;
• Meeting all required deadlines;
• Maintaining professional but cordial relations with coworkers, the public, and outside agencies;
• Proper handling of CORI information;
• Ability to conduct CJIS / LEAPS queries correctly and efficiently;
• Process discharges, bails, purges and sentence revisions without mistake; and
• Compliance with security procedures;

MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS :

• sit or stand periodically for 8 hours;
• lift up to 5 pounds;
• carry up to 5 pounds;
• climb stairs occasionally;
• walk short distances; and
• write and type.

ADDITIONAL FUNCTIONS OF POSITION :

Participation in mandatory training