Administrative Assistant Sheriff's Office - Central Dispatch

Administrative Support

Under the supervision of the Director, provides secretarial and administrative support to the department. Maintains confidential records, and assists the Director with administrative functions. Prepares agendas, takes and transcribes minutes, performs basic accounting duties. Serves as office contact for outside vendors. Helps with departmental reports and analysis. Serves as receptionist for work site visitors, vendors, and service providers.

Provides administrative support to the department's staff and the 911 Advisory Board including composing correspondence, preparing departmental reports, creating meeting agendas. Takes, transcribes and distributes meeting minutes. Works with confidential departmental information. Answers calls, faxes & copies materials, processes outgoing mail, distributes incoming mail and performs other secretarial support. Answers telephone calls, screens calls and routes calls to appropriate individuals. Receives and screens visitors. Provides basic accounting support. Examples include, but are not limited to, processing invoices, monthly reconciliations, financial reporting and payroll processing. Performs accounts payable and accounts receivable tasks including invoicing and payment processing for customer fees. Manages the inventory of office supplies, furnishings and equipment. Serves as primary liaison between the Office and outside vendors regarding building, telephone and office equipment maintenance. Assists with the Office's pre-employment processes, scheduling, processing forms, maintaining communications with current applicants, and associated tasks for the filling and creating positions in the department. Serves as a resource person for staff regarding Office and county policies and union contracts. Assists the Administration with monthly and annual reports. Helps prepare reports, surveys and special projects. Researches, collects and compiles information as needed. Assists, as needed with processing freedom of information requests. Helps with special projects as needed. May be required to attend offsite and evening meetings. Performs other duties as assigned. Must adhere to Office standards in regard to CJIS, HIPPA and other privacy issues.

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Education: A high school diploma and the equivalent of 12 college credits are required. Prefer Accounting or Business coursework. Experience: Two years of experience as an Administrative Assistant or 9-1-1 employment is required. Experience with Crystal Reports, Access, FOIA is strongly preferred. Previous experience with emergency services is preferred. Other Requirements: Must be able to pass basic competency tests for typing, word processing and spreadsheet skills. Must be familiar with office technology such as fax machines, copiers and scanners. Must be able to pass an extensive criminal background check. Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions. The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Physical Requirements:

• Ability to sit, stand, walk, bend and stretch in order to retrieve supplies and operate standard office equipment.
• Ability to lift, hold and carry objects weighing up to 25 pounds.
• Ability to communicate and respond to inquiries both in person and over the phone.
• Ability to operate a PC/laptop and other office equipment.
• Ability to handle varying and often high levels of stress.

Working Conditions:

• The work environment is a typical office setting where sensory experience includes uniform temperatures, conversational noise and everyday office activities.
• Occasionally, travel to other sites is required and exposure to unusual elements such as smoke, unpleasant odors, loud noises and extreme temperatures rises.