Executive Assistant

POSITION TITLE: Executive Assistant

REPORTS TO: Executive Director/Deputy Director

DUTIES OF THE POSITION: Assist the Executive Director and executive staff in the preparation of all reports, grant applications, amendments, new program requests, and correspondence. Assist with strategic plan. Collect data and help maintain quality assurance measures. Oversee PREA and grievance policies and procedures.

ESSENTIAL FUNCTIONS AND PERFORMANCE RESPONSIBILITIES:

A. Administrative Duties

Work closely with the Executive Director and executive staff to ensure the efficient operation of Lake County Community Corrections.

Assist in the preparation of all reports as required by Executive Staff, State of Indiana, Lake County Community Corrections Advisory Board, and Lake County Board of Commissioners.

Prepare, type and edit federal, state and local grant applications, including amendments, new program requests, etc.

Maintain paper and electronic file system of grants, amendments, contracts and reports.

Coordinate and schedule staff meetings and events.

Help maintain Standard Operating Procedure (SOP) Manuals and Emergency Procedure Manual.

Help prepare and submit monthly/quarterly reports to local, state and federal grant providers by required deadlines.

Maintain calendar of agency grants, reports, etc., due dates and mandatory meetings and provide executive staff reminders of upcoming dates.

Assist in collecting data and submit monthly statistical report to Deputy Director. Maintain verification of staff training hours.

Respond, report and document all PREA incidents. Maintain PREA policies and ensure compliance.

Review and respond to all participant grievances. Filter and forward appropriate grievances to chain of command. Maintain file system

Assist in quality assurance measures.

Update participant fees as needed.

Maintain resident class schedule.

Maintain LCCC shared vehicle log and ensure keys are secure.

Serve as liaison between LCCC and volunteer/contract service providers.

Assist with incoming calls and greet visitors as needed.

B. Advisory Board Duties

Attend Advisory Board meetings and submit reports as required.

Assist Executive Director and Advisory Board Chairman in planning and organizing advisory board meetings and follow-up with board members to ensure a quorum.

Assist Executive Director and Advisory Board Chairman in preparation of advisory board agenda and compilation of minutes.

Send correspondence, reports, newspaper articles, etc. as requested by executive staff or advisory board members.

Assist Executive Director and Lake County Board of Commissioners in maintaining records of board terms, and filling vacancies on the Advisory Board.

C. Other

Continuously seek innovative ways to improve agency operations.

Attend and participate in professional development opportunities/training as directed by Executive Director.

Represent the agency through participation on board and committees of professional organizations.

All other tasks as assigned by the Executive Director and/or Deputy Director.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Bachelor’s Degree preferred.

Three years related experience.

24/7 on call.

Excellent organizational skills.

Proficient in Microsoft Office

Ability to maintain flexible work hours, to be called to work on very short notice and to work under changing priorities.

Ability to work with staff and offenders of diverse backgrounds.

Willingness to travel, attend overnight events and work non-traditional hours as needed.

Willingness to assist in areas outside of regular job duties, including temporary transfer of position.

Ability to handle stressful situations.

Must maintain a high degree of professionalism.

Must possess valid Indiana driver’s license.

Certification in Effective Communication and Motivational Strategies preferred.

ADA REQUIREMENTS:

Lifting: must be able to lift/move 25 lbs.

Walking: must be able to walk sufficiently to carry out tasks (i.e., emergency response, care of environment).

Grasping/Dexterity: must have sufficient dexterity to carry out tasks (i.e., emergency response, care of environment).

Standing: must be able to stand for sustained periods of time, at least 1 hour.

Sitting: must be able to sit for sustained periods of time, at least 2 hours.

Talking: must be able to express ideas by means of spoken work in a manner that can convey detail to coworkers, participants and the public.

Hearing: must be able to receive detailed information through oral communication. Also must be able to hear and respond to participant or staff and hear safety alarms.

Repetitive Motion: must have substantial range of motion and coordination in limbs so as to respond to safety needs as well as usual clerical and participant needs.

Cognitive: must have the ability to plan and perform activities related to this position, to understand policies and procedures and implement such in a manner that demonstrates good judgement, to work independently, to modify work appropriately, to respond to changes in priorities and meet high level intellectual, mental and cognitive demands.

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill,

and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person