Pre-Release Administrative Assistant

Position Description

Working under the direct supervision of the HOPE Pre-Release Program Director and ultimately accountable to the Executive Director of the Foundation of HOPE, the Administrative Assistant implements administrative procedures and other tasks as assigned.

Reports to: Director of the HOPE Pre-Release Program

Status: 32 hours per week

Location: Allegheny County Jail, 950 Second Ave, Pittsburgh PA 15219

Primary Duties & Responsibilities

• Assist as needed in all aspects of general office coordination.
• Interact with and assist program participants, jail staff, and volunteers.
• Assist with overall maintenance of the organization and its offices.
• Answer telephones, check voice messages, and transfer to appropriate staff members.
• Open, sort, and distribute incoming correspondences, including all mail and packages.
• Read, sort, answer, and distribute incoming requests, applications, and expectation forms.
• Perform general clerical duties including, but not limited to, data entry, copying, faxing, mailing, and filing/retrieving documents and records.
• Monitor, update, and maintain the organization’s applicable databases; maintain and update OMS and ACJC; send weekly move list to classifications, and send weekly waitlist to ACJC.
• Assist with maintenance of the organization’s website as needed.
• Create and/or modify documents such as reports, memos, letters, and/or financial statements using word processing, spreadsheet, database, and/or other software such as Microsoft Office or other programs.
• Prepare for graduation, maintain homework tracker, prepare court letters, letters of completion, and graduation certificates.
• Assist with leading groups or classes for inmate participants, maintain attendance records.
• May assist with conducting research, compiling data, and preparing papers for consideration and presentation to the Executive Director, staff, and Board of Directors.

Expectations

• Maintain confidentiality in all aspects of participant, staff, volunteer, and agency information.
• Maintain professionalism in communications, personal interactions, and dress.
• Must be culturally competent and sensitive to all religious worldviews.
• Must be comfortable working in a correctional setting.
• Must be able to pass all necessary clearances.
• Must attend all necessary training including initial security training.

Other Duties

• Support HOPE staff in assigned project‐based work.
• Assist in special events, such as fundraising activities and appreciation dinners.
• Other duties as assigned by HOPE Pre-Release Staff.

Knowledge, Skills, and Abilities

• Computer literate: Experience with Excel, Microsoft Office, Outlook, and Web-based services.
• Good writing, analytical, and problem‐solving skills.
• Knowledge of principles and practices of organization, planning, records management, and general administration.
• Ability to communicate effectively.
• Ability or willingness to learn to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers, and fax machines.

Minimum Qualifications

• At least three (3) years’ experience in general office responsibilities and procedures.
• Knowledge of principles and practices of basic office management and organization.
• Ability to work well either alone or as part of a team.

Hours, Salary Range, Benefits

• Hours – 32 hours per week
• Salary Range – $16-$18/hour commensurate with experience
• Benefits – Benefits include generous vacation and paid time off, pension, continuing education time/funds, parking contribution.