Administrative Assistant

The Middlesex Sheriff’s Office (“MSO”) is seeking a qualified Administrative Assistant (“Assistant”) to work in a correctional setting at the Middlesex Jail & House of Correction in Billerica, MA.  The MSO provides 24-hour care to inmates and detainees at Middlesex Jail & House of Correction.  The Assistant is responsible for all organizational and clerical duties for the Health Services Administrator (“HSA”), Health Services Unit (“HSU”) and Evaluation & Stabilization Unit (“ESU”).  The Assistant functions as a key member of the HSU team and acts as a representative of the HSU for incoming/outgoing information flow. Must work with various employees and department heads within the MSO to accomplish the needs of the unit. This position is under the direct supervision of the HSA or designee and must be able to work a flexible schedule Monday through Friday between the hours of 8:00AM to 6:00PM.  This is a full-time, non-exempt position covered under a collective bargaining agreement (NEPBA, Local 525).   

Other duties and responsibilities of the Assistant include, but are not limited to, the following:

o   Collecting all overtime slips from HSU and ESU employees; ensure supervisory approval and forward to MSO Payroll for processing;

o   Sending daily attendance logs to MSO payroll for HSU and ESU medical staff;

o   Creating and maintaining all necessary medical forms for the HSU and ESU areas;

o   Processing purchase requisitions for the HSU and ESU; data input; filing; phones, and scheduling;

o   Collecting invoices for dietician, oral surgeon and & dentist services; ensure approval of services and forward for MSO Fiscal for payment processing;

o   Tracking and storing all required HSU and ESU data and providing, as necessary, to MSO Senior Data Analyst or designee;   

o   Drafting and editing all necessary documentation for the HSU and ESU areas;

o   Scanning, filing, faxing records to outside agencies, coordinate mail, check mailboxes, and grievances.  Responsible for working with the MSO Print Shop for all required HSU/ESU documents;

o   Maintaining, monitoring and ordering general office supplies, equipment and any needed services;

o   Attending monthly HSU/ESU staff meetings and any required QA meetings; process the meeting minutes and distribute to staff, as needed;

o   Facilitating and maintaining all security requests to the HSU and ESU (i.e. internships and/or outside vendors;

o   Facilitating and maintaining all temporary medical system log-ins for all necessary HSU, ESU and inmate/detainee living areas;

o   Monitoring, ordering and reconciling all required first aid inventories for HSU; ESU; Work Release and; and the Community Work Program.  Including inventories for Narcan, Epin-Pen, and other medical supplies as needed;

o   Scheduling housekeeping duties for HSU and ESU;

o   Assisting HSA with the Nursing/HSU schedule;

o   Performing other related work as assigned by the HSA or designee.

Working Conditions: