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.


  • 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.


To apply, please submit a cover letter, résumé, and three references.
Applications that do not contain all three required components will not be considered and will not receive a reply.
Please send your application to Director of Pre-Release, Liz Lepore.
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