Senior Administrative Assistant - Records

POSITION TITLE: Senior Administrative Assistant – Records (SC16)

General Statement Of Duties And Responsibilities

• Provide administrative, quality control, and/or secretarial support services to the Records Office
• Performs related work and duties as required

Supervision Received

• Work under the direct supervision of the Records Supervisor.
• Subject to assignment, may also/instead be supervised by a specific supervisor, director, program manager, or division manager.

SUPERVISION EXERCISED: None

Duties And Responsibilities

• 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.
• 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