The Administrative Assistant/HR Liaison will perform a full range of secretarial and administrative duties for the Management Team (Facility Director and Assistant Director(s). Support will be provided in accordance with established procedures and guidelines, to ensure effective and efficient operations.

Parameters of the Position

Work is performed under the direct supervision of the Facility Director, but collaborates with the Management Team, in meeting the administrative and human resource needs of the facility, using professional judgment and independent discretion in prioritizing tasks.

Duties and Responsibilities

Provide administrative support to the management team, including calendar management, scheduling internal and external meetings and appointments, coordinate conference calls, catering, visual aids, etc.;
Coordinate travel arrangements (air, hotel accommodations and ground transportation); prepare detailed itineraries, ensure accuracy and timely delivery of itinerary/tickets, etc. to the management team;
Perform general clerical duties like: photocopying, faxing, distributing mail, fielding phone calls, maintain various hard copy and electronic filing systems and develop a general working knowledge of the SecurManage System;

· Order and maintain inventory of office supplies and equipment (fax machines, copiers, printers, scanners, etc.), including phones, electronic communication devices, company credit cards, office keys, Electronic Monitoring units, etc., with the assistance of Chief Financial Officer;

· Provide clerical support to the Visionary Leadership Council (VLC); includes preparing agendas, recording minutes and submitting to members for approval, as needed;

· Compose, edit and type memos, letters, reports, meeting minutes, and other documents, including handling of confidential information;

· Maintain the master copy of the company Operations Manual and ensure all copies are updated;

· Perform HR duties such as hiring and recruiting, conducting new-hire orientation, verification of employment, distribution of pay, maintenance of personnel information such as staff roster, Paid Time Off (PTO) balance, ADP records, performance evaluations, clearances, training logs, etc.;

· Secure subcontractors, interns and volunteers from various sources, obtain their clearances, maintain their records, and provide their orientation, to the facility.

· Deliver various materials to contract sources, vendors and make bank deposits;

· Process referral packets received from the Bureau of Prisons R3XM System, to include acceptances, movement sheets, terminal reports, as well as maintaining rosters of all incoming returning citizens, adding to tracking lists and maintaining files of referrals;

· Process returning citizens related activities, i.e. entering returning citizens demographic information into SecurManage, send acceptance letters, hand out returning citizens handbooks to prospective returning citizens, etc.;

· Maintain a system to track data and results of returning citizen population and services, including revenue, monthly billing and subsistence payments;

· Compile data for monthly billing, perform data entry, collect information for various reports, review payment application and invoices for accuracy, research and resolve contract payments and discrepancies, as needed, and maintain records for subsistence payments;

· Prepare various reports such as Urine Monitor report, Employment report, Daily report, etc., as needed;

· Interface with all departments of the company and to represent the management team, in a highly professional manner;

· Maintain the highest level of confidentiality and be highly multi-task oriented.

· Work with other personnel to accomplish organizational goals, at the direction of the Facility Director;

· Prepare various special projects and/or reports as assigned by the management team; and

· Perform other duties, as assigned.

Education and Qualification

Must be a High School graduate; Two (2) years of Business College or Associate Degree preferred, with a minimum of three (3) years of experience in administrative assistant work. Proficient in Computer skills, Microsoft Office Suite, i.e. Outlook, Word, Excel and PowerPoint. Must have reliable transportation, good driving record, and a valid driver’s license. Ability to organize multiple tasks and exercise good judgment. Ability to establish and maintain effective working relationships and communicate effectively with staff, clients, and contractors. Must possess excellent verbal and writing skills.

Clearance

Employees assigned to this position, must satisfy all requirements under the contracts, with applicable federal state and local government agencies. All employees must pass an NCIC criminal record background check, after conditional offer of employment. Each employee will be fingerprinted by the Bureau of Prisons staff and/or a designee, and is subject to investigation.

Miscellaneous

Reynolds & Associates, Inc. is an equal opportunity employer, and has zero tolerance policies for drugs, alcohol, weapons, and sexual abuse or harassment. All employees are subject to random drug testing.

Location

Washington, DC

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

401(k)
Dental insurance
Health insurance
Paid time off

Schedule:

8 hour shift
Day shift

Ability to Relocate:

Washington, DC 20002: Relocate before starting work (Required)

Work Location: In person

Reynolds & Associates, Inc.

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Administrative Assistant/HR Liaison