Administrative Assistant (Detention Center)

posted Sep 1, 2020, 9:54 AM by Debra Williams-Baker

Socorro County

Job Description


Job Title:          Administrative Assistant                                                               Job Code:              730

Division:          Administration                                                                             Effective Date:     04/15

Department:     Detention                                                                                    Last Revised:       




Performs a variety of full performance, complex clerical duties as needed to provide day-to-day administrative and clerical support for the Detention Center, including, reception functions, department records, inmate accounting, purchasing, or mail service.




Works under the general supervision of the Detention Administrator.








1.        Organizes and coordinates office preparation and procedures in order to ensure organizational effectiveness and efficiency. Maintains and/or prepares all records, reports, accounts, and other documentation generated in the Detention Center and by deputies, including filing, dissemination of documents, records, reports and general clerical office type work that is required.


2.        Provides office management services, including maintaining office records; review and approve supply requisitions; filing and maintaining all SO records and reports; records and maintains computerized records and dates, citations, policy and procedures and budget.


3.        Records and maintains minutes of staff meetings; maintains bonding information and takes bonds to and from courts; maintains and keeps courts advised of the status of inmates being housed; prepares and submits billings for government grants; maintains accounts receivable and payable for Jail budget, Commissary budget.


4.        Performs receptionist duties and provides information of a general nature or refers others to appropriate staff member; forwards paperwork of prospective visitors, defendants and respondents; processes inmate mail according to established procedures: sort, block, scan, log, distribute, etc.; provides incident reports and related information to the public and the insurance companies.


5.        Performs data entry; records documents and computes fees; establishes and maintains files, reports, records, logs, documents;   verifies court dates, monitors disposition of document, manages change in documents and orders; logs disposition and bills for appropriate fees and returns to agencies; receipts and deposits payments; prepares demographic reports documenting inmate counts.


6.        Receives and processes records requests from the public and other agencies. Answers telephones, screens calls and determines proper referral. Purchases office supplies, grants received equipment. Maintains and updates all department personnel certified applications and training records including reserves.


7.        Makes training and hotel arrangements and maintains all training records for the department. Applies for state and federal grants on behalf of the Detention Center. Establishes and maintains all grant files; documents grant expenditures and monitor grant budgets.


8.        Coordinates activities of various office units in order to provide designated functions or services with minimum delay and optimum efficiency and accuracy. Informs personnel of changes or interpretations of laws, codes, programs, policies, or procedures.


9.        Receives and processes incoming invoices, verifies for accuracy and forwards to county auditor for payment; receipts all monies associated with the Detention Center, including, but not limited to, accounting of prisoner’s money, fees received from civil paper service, fines, bails, and bonds, etc.; balances cash drawers, prepares bank deposits; composes notices of Sheriff sales and publishes the same according to established legal guidelines.


10.     Performs related duties as required.




1.             Education and Experience:


A.             Four (4) years of experience performing above or related duties.


B.             An equivalent combination of education and experience.


Administrative Assistant, page 2


2.             Required knowledge, skills, and abilities:


Considerable Knowledge of modern office practices and procedures, grammar, spelling, and punctuation, various numeric and alpha record systems; MS Office, Excel, Word, Quicken, etc.; use of the Bureau of Criminal Investigations (BCI) TAC; general office management practices and procedures of the Detention Center; the civil functions of the Detention Center and its interrelationship with other county departments; interpersonal communication skills; computer terminal operation and programs unique to civil document processing requirements. Working knowledge of law enforcement software; of administrative procedures; of legal processes associated with the maintenance of public records and documents; GRAMA; interpersonal communication skills, bookkeeping and basic accounting.


                 Skill in typing (45 wpm) and computer entry.


                Ability to exercise initiative, independent judgment, and to act resourcefully under varying conditions; communicate effectively, verbally and in writing; establish and maintain effective working relationship with other employees, supervisors, elected officials, other departments and the general public; establish and maintain comprehensive records and files.


3.             Special Qualifications:


May be required to be or become a notary public. 

Must pass FEMA/NIMS and ICS courses as required for the position, within a time frame designated by administration


4.             Work Environment:


                Incumbent of the position performs in a typical setting with appropriate climate controls.  Tasks require a variety of physical activities, generally involving muscular strain, such as walking, standing, stooping, sitting, reaching, talking, hearing, and seeing.  Rapid work speed required to perform keyboard operations.  Common eye, hand, finger, leg, and foot dexterity required.  Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking.