Administrative Assistant

Department:                                 Juvenile Detention

Position Control Number:          0425-027

FLSA Status:                                  Non-Exempt; position is eligible for overtime

Safety Sensitive Designation:    This position is not designated as safety-sensitive.

Random Drug/Alcohol Test:       No

Opening Date:                             April 09, 2025                           

Closing Date:                               April 16, 2025  at 11:59 PM

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY: Provides administrative support for the Juvenile Detention Center and School with the maintenance of departmental records, preparation of reports, maintenance of budget accounts and records, and performance of receptionist duties in the greeting and screening of visitors to the Juvenile Detention Center.

ESSENTIAL JOB FUNCTIONS:

• Provides clerical support for the Director, Juvenile Detention, and School staff; prepares correspondence and documents such as invoices, reports, memorandums, and letters.
• Maintains accounting records of payments received from outside counties and the state for detention reimbursement; prepares funds for deposit with the Treasurer’s Office.
• Maintains accounts for Juvenile Detention and grant budgets; maintains bookkeeping records reflecting funds spent in each account.
• Processes accounts payable for department verifying the accuracy and compliance with County policy; prepares accounts payable vouchers for payment of department bills, including the department credit card.
• Maintains departmental and juveniles’ records within the computer and within files; maintains confidentiality with all juvenile, staff, and departmental records.

SECONDARY DUTIES AND RESPONSIBILITIES:

• Provides receipts for juveniles’ medication and ensures medication is forwarded and received by Detention Center medical staff.
• Answers telephone for Juvenile Detention Director; screens and directs calls to appropriate person or takes messages.
• Escorts or supervises juveniles within the facility as needed.
• Schedules and attends all department meetings; takes notes and transcribes minutes for distribution.
• Completes Notice of Detainment and compiles daily and quarterly roster of juveniles detained within the facility including time detained, court date, and other juvenile information; distributes to courts and probation officers.
• Compiles information required for grant compliance; submits it to grant staff.
• Prepares personnel-related forms and provides necessary documentation in accordance with County policies and procedures; prepares position vacancy requests.
• Maintains records of time worked and leave time for all department staff; completes payroll leave reports for submission to payroll.
• Prepares monthly school attendance roster for submission to Little Rock School District.
• Maintains office calendar to coordinate workflow, meetings, and other departmental activities.
• Receives requests from other counties to house juveniles; determines the availability of space.
• Calculates bills for the detention of juveniles residing in other counties; prepares and mails bills to appropriate counties.
• Completes reports of out-of-county housing, meals, and travel expenses for the Grant Coordinator to obtain Federal and State reimbursement.
• Screens visitors to juveniles ensuring the meeting of age and family relationship requirements; monitors visits to ensure visitation regulations are followed.
• Coordinates appointments with Public Defender, Psychologists, parents, private attorneys, and DHS caseworkers for the preparation of juvenile cases for court.
• Ensures proper confinement and release orders are presented from law enforcement officers prior to detainment or release of juveniles; notifies appropriate court; notifies parents when needed.
• Compiles various departmental reports reflecting statistical data on detained juveniles.
• Assists in the preparation of budget proposals and fiscal reports based on analysis of past usage and anticipated needs.
• Testifies in court as needed concerning juvenile record-keeping or court notification.
• Maintains the inventory of office supplies and equipment placing orders as needed; completes purchase requisitions and obtains quotes when needed for price comparisons.
• Notarizes documents for law enforcement personnel and applicants as needed.
• Responds to requests for information from law enforcement agencies, courts, and the general public.
• Attends meetings and conferences in absence of the Juvenile Detention Director; represents the department as directed by supervisor.
• Notifying Juvenile Detention Officers to report to work when to shift staff is insufficient.
• Performs other related duties as required.

PERSONNEL SUPERVISED: Provides supervision to one Juvenile Detention Clerk and one Environmental Specialist.

WORKING CONDITIONS:  Work is performed in a smoking-restricted office environment with occasional interaction with hostile or aggressive individuals.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• • Considerable knowledge of general office procedures, practices, equipment, and terminology.
  • Considerable knowledge of the intake and release procedures governing the detention of juveniles.
  • Good knowledge of word processing and spreadsheet software.
  • Good knowledge of budgetary processes and procedures.
  • Good knowledge of filing and record-keeping systems.
  • Good knowledge of bookkeeping processes and procedures.
  • Good knowledge of procedures and processes involved with court proceedings.
  • Ability to maintain detailed record-keeping systems.
  • Ability to communicate effectively in writing.
  • Ability to compose narrative and numerical reports and general correspondence.
  • Ability to react effectively during emotional and hostile situations.
  • Ability to interact with high-risk youth.
  • Ability to handle confidential material effectively.
  • Ability to attend work regularly and reliably. 
  • Skill in the operation of and data entry into a computer.                                                               

PHYSICAL REQUIREMENTS:

• • Digital dexterity is necessary for keyboard operation.
  • Visual acuity is sufficient for computer use.
  • Ability to effectively communicate orally, both in person and by telephone.
  • Ability to vertically lift 10 pounds from the floor to the waist and carry 10 feet.

EDUCATION AND EXPERIENCE:

Completion of college-level or vocational school course work in office management, business administration, or related coursework; considerable work experience in office management, administrative support, or a related area; or any equivalent combination of experience, and training that provides the required skills, knowledge, and abilities.