Administrative Assistant II - STEM

PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW: https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=206501

About Northern Essex Community College:

Northern Essex Community College (NECC) serves more than 5,000 students annually across its campuses in Haverhill and Lawrence, Massachusetts, conveniently located within easy reach of Boston and the scenic beaches and state parks of New England's coastline. Recognized as one of the 2026 Most Promising Places to Work in Community Colleges by NISOD (National Institute for Staff and Organizational Development), NECC's success is driven by a mission-centered culture and a highly engaged workforce. As the first federally designated Hispanic-Serving Institution in New England, NECC remains committed to fostering a diverse, equitable, and inclusive workplace that reflects and supports the communities it serves. Rooted in the Merrimack Valley, NECC plays a vital role in strengthening the region through workforce development, expanded access to affordable higher education, increased degree attainment, and strong partnerships with businesses. NECC employees are united by a shared commitment expanding access to educational opportunities, supporting students in completing their academic journey in a timely and equitable manner, and preparing graduates for long-term success in the workforce. The college invests in its people through ongoing professional development opportunities, collaborative leadership, and a supportive work environment.

Job Description:

POSITION: Full-Time Administrative Assistant II - Essex County Sheriff's Department (Administrative Assistant II): Essex County Sheriff's Department; 20 Manning Avenue, Middleton, MA; 37.5 hours per week, Monday through Friday, 8:00am - 4:00pm; AFSCME Unit I Position; Grant Funded Position. This position is grant-funded and is contingent upon the availability of funding. Continuation of the position is dependent on ongoing grant support and may be subject to termination if funding is reduced or discontinued. SUMMARY: The Administrative Assistant reports to the Assistant Director of Adult Education Operations. This role will provide administrative support to the Education Director, Assistant Directors, NECC staff, and education programming within the Essex County Sheriff's Department (ECSD) to include Middleton House of Corrections, Women in Transition, Essex County Pre-Release Program-Lawrence, Supporting Transition and Reentry (STAR) Lynn, and STAR Lawrence.

RESPONSIBILITIES:

The responsibilities include, but are not limited to the following:

• Supports the Education Director and Assistant Directors with administrative responsibilities and duties as requested
• Organizes enrollment pipeline activities and assists with information session preparation, scheduling, and student enrollment.
• Receives inmate request forms and responds to inquiries regarding enrollment and scheduling.
• Serves as the student records specialist, tracking and ensuring the accuracy and completeness of all student records, and promptly updating them to reflect course completions, transfers, and releases.
• Monitors student records through regular audits to identify discrepancies and to locate and retrieve missing documents.
• Confers with students, educational staff, and correctional facility staff to promptly and effectively resolve record-related issues and troubleshoot and resolve discrepancies in collaboration with correctional and educational staff.
• Requests and processes transcripts and other educational records from external institutions.
• Maintains the secure storage and organization of all physical and digital records in compliance with NECC, ECSD, and department regulations.
• Adheres to federal, state, and institutional policies on student records, including FERPA and correctional facility regulations, and maintains strict confidentiality so records are accessible only to authorized personnel.
• Follows all ECSD and NECC protocols to keep records management activities secure, safe, and compliant.
• Identifies opportunities to improve records management processes in the correctional education context, and revise or implement procedures that improve efficiency and accuracy.
• Assists with training program staff on records management policies and procedures, and provides ongoing support for adherence.
• Uses multiple data management systems, along with other appropriate software and tools, to enter, maintain, and manage student data accurately and effectively.
• Enters qualitative and quantitative program data into NECC and vendor databases and prepares reports as requested by the administrative team.
• Monitors student attendance, tracks poor attendance, and provides weekly reports.
• Supports Learning Specialists and Education and Career Advisors with attendance maintenance, education orientation preparation, and scheduling.
• Prints and distributes daily student rosters to Learning Specialists and Education and Career Advisors.
• Maintains a digital repository of all program documents, keeping it up to date and accessible to the NECC/ECSD team.
• Composes guidance documents to support program processes and procedures, and reviews documents for completeness, content, and compliance with regulatory and legal standards.
• Assists with the coordination of recognition ceremonies, including identifying individuals being recognized, preparing certificates, and uploading certificates into the database.
• Monitors expenditures to ensure required services are provided according to the approved budget, and that funds are used within the fiscal year and in compliance with the organizational budget.
• Identifies and maintains office inventory and supply needs.
• Identifies vendors, prepares requisitions, and places orders for materials and services in compliance with NECC procurement policies.
• Maintains records of goods ordered and received.
• Verifies payment records and reviews invoices to ensure expenses are accurate, allowable, reasonable, and properly allocated.
• Assists with the hiring process in alignment with NECC hiring requirements, policies, and procedures.
• Tracks employee time off schedules and requests.
• Performs other duties as assigned to support program operations.
• The Classification Specification is available at: Administrative Assistant Series

PLEASE NOTE, WE DO NOT REVIEW APPLICATIONS SUBMITTED THROUGH MASSCAREERS. PLEASE APPLY VIA THE LINK BELOW: https://necc.interviewexchange.com/jobofferdetails.jsp?JOBID=206501

Requirements:

MINIMUM QUALIFICATIONS:

• Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, or (B) any equivalent combination of the required experience and the substitutions below.
• Substitutions:
• An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.*
• An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*

*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: Educational substitutions will only be permitted for a maximum of two years of the required experience.

PREFERRED QUALIFICATIONS:

• Bachelor's degree
• Highly developed customer service skills
• Proficiency with Microsoft Office Suite
• Excellent written and verbal communication skills
• Excellent organizational and time management skills
• Ability to handle a deadline-driven environment including multiple and simultaneous responsibilities
• Ability to adapt to constantly changing environments and priorities
• Strong attention to detail, ability to multitask, work under pressure with interruptions, meet established deadlines, and work effectively on a team
• Budget and Accounting experience
• Bilingual (Spanish/English)
• Experience working with and supporting a culturally diverse population
• Experience in a higher education environment

EQUIVALENCY STATEMENT: Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.

CONDITIONS OF EMPLOYMENT:

• All candidates must have legal authorization to work in the United States. Northern Essex Community College does not provide employment-based visa sponsorship.
• Employment is contingent upon the successful completion and review of a background check which will include CORI (Criminal Offender Record Information) and SORI (Sex Offender Registry Information).

Additional Information:

SALARY: $2,405.69 - $3,394.17 biweekly ($62,547.94 - $88,248.42 annually). Pay grade 17; An appointment from outside the bargaining unit (AFSCME) must start at Step I of the range. Complete fringe benefit package including competitive health insurance, free dental insurance, basic life insurance, long-term disability insurance, paid sick, vacation and personal leave, educational benefits for employee/spouse/dependents, and excellent retirement benefits.

ANTICIPATED START DATE: ASAP

Application Instructions:

TO APPLY: To be considered for this position click on the "Apply Now" button, you will be prompted to set up a new account or login to an existing account. You will be able to upload the following required documents for consideration:

• Cover Letter, describing your qualifications and/or how you may be best suited for the role
• Resume/CV

Review of applications will begin 5 business days from the posting date and will continue until the position is filled. **Please note that finalist candidates will be asked to provide contact information for three (3) professional references, including current supervisor (or at least two previous supervisors) DEADLINE: Open until filled

Northern Essex Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran or military status, genetic information, gender identity, or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation, or sexual violence shall be referred to the College's Affirmative Action Officer/Title IX Coordinator, Elizabete Trelegan (Assistant Director of Human Resources, B-219,978-556-3928/ etrelegan@necc.mass.edu), the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights. Northern Essex Community College will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Prospective employees are encouraged to review the College's Annual Security Report (ASR), in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, which can be found on the disclosure page of the College's website at: http://www.necc.mass.edu/clery