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 Emergency Stabilization Unit.  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 7 : 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 :

• Collecting all overtime slips from HSU and ESU employees; ensure supervisory approval and forward to MSO Payroll for processing;
• Sending daily attendance logs to MSO payroll for HSU and ESU medical staff;
• Creating and maintaining all necessary medical forms for the HSU and ESU areas;
• Processing purchase requisitions for the HSU and ESU; data input; filing; phones, and scheduling;
• Collecting invoices for dietician, oral surgeon and & dentist services; ensure approval of services and forward for MSO Fiscal for payment processing;
• Tracking and storing all required HSU and ESU data and providing, as necessary, to MSO Senior Data Analyst or designee;
• Facilitating all employee requests for tuberculosis testing for those employees working with inmates for outside programs and providing these employees with their results;
• Drafting and editing all necessary documentation for the HSU and ESU areas;
• Scanning, filing, faxing records to outside agencies, coordinate mail, check mailboxes, and grievances.
• Maintaining, monitoring and ordering general office supplies, equipment and any needed services;
• Attending monthly HSU / ESU staff meetings and any required QA meetings; process the meeting minutes and distribute to staff, as needed;
• Facilitating and maintaining all security requests to the HSU and ESU (i.e. internships and / or outside vendors;
• Facilitating and maintaining all temporary medical system log-ins for all necessary HSU, ESU and inmate / detainee living areas;
• Monitoring, ordering and reconciling all required first aid inventories for HSU; ESU; Work Release and; Community Work Program;
• Updating monthly log for keys, radio and uniforms and for all HSU and ESU medical staff and submit monthly logs to the Assistant Deputy Superintendent / Communication;
• Scheduling housekeeping duties for schedule for HSU and ESU;
• Assisting HSA with the Nursing / HSU schedule;
• Performing other related work as assigned by the HSA or designee.

Working Conditions :

The individual selected for the position of Administrative Assistant must have the ability to exercise good judgment and focus on detail as required by the job.  The individual selected shall also be cognizant of the confidential and sensitive nature of working in a law enforcement agency and must comply with all institutional rules regarding safety and security.

Qualifications :

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  Must have an active valid driver’s license, the right to legally operate a motor vehicle in Massachusetts, an acceptable driving record and ability to pass a criminal background check.

Salary :   Starting annual salary range is $59,229.09 to $61,467.17 plus additional benefits provided through a collective bargaining agreement. Interested candidates can review this job posting at www.middlesexsheriff.org and may submit a cover letter and resume via email to HR@sdm.state.ma.us.

Submissions must be received by November 20, 2025 at 5 : 00p.m.

The Middlesex Sheriff’s Office is an equal opportunity employer