Administrative Assistant

Job Description

Job Description

STARTING SALARY: $55,011

 

POSITION SUMMARY

The Administrative Assistant provides high-level, confidential administrative and executive secretarial support to the Executive Command Staff of the Rockwall County Sheriff's Office. This position serves as the primary administrative point of contact for internal personnel, county officials, and the general public. Operating under general supervision, the individual must exercise a high degree of discretion, independent judgment, integrity, and professionalism when handling sensitive administrative files, criminal justice records, and routing public inquiries.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Command Staff Support: Manages calendars, schedules appointments, and coordinates executive meetings for the Sheriff, Chief Deputy, and Division Captains. Prepares meeting agendas, compiles briefing packets, records and official minutes as required.
• Correspondence & Documentation: Drafts, reviews, edits, and processes confidential correspondence, official memos, media releases, and executive reports on behalf of leadership.
• Public & Interagency Liaison: Operates the executive office phone lines and professionally greets in-person visitors for The Sheriff and Administrative Staff. Screens incoming calls, answers general inquiries regarding agency public hours, administrative routing, or county resources, and routes legal, or case-specific matters to the appropriate command staff member.
• Travel & Training Coordination: Coordinates and schedules travel arrangements, professional development conference registrations, and lodging accommodations for command staff. Compiles detailed expense reports and submits travel advances to the Rockwall County Auditor's office.
• Records & Data Management: Organizes and maintains physical and digital central administrative files, specialized department records, and internal rosters.
• Financial & Administrative Operations: Assists with tracking administrative vehicle fuel receipts, monitoring administrative supply inventories, and preparing financial documentation for submission to the County Auditor. Handles basic purchase requisitions as authorized.
• Agency Coordination: Interfaces effectively with the Office Manager, Court Clerks, Rockwall County Jail Staff, District Attorney's Office, and other local, state, or federal law enforcement entities.

 

KNOWLEDGE, SKILLS, AND ABILITIES

• Confidentiality & Discretion: Ability to handle sensitive law enforcement information, criminal records, and personnel matters with strict compliance to privacy laws and agency policy.
• Communication Skills: Exceptional written and verbal communication skills, including command of proper English business vocabulary, spelling, grammar, and punctuation. Ability to maintain a calm, and polite demeanor when interacting with the public under stressful or sensitive situations.
• Organization & Multi-tasking: Strong organizational capabilities to efficiently prioritize, delegate, and execute administrative requests simultaneously from multiple command staff members.
• Technical Proficiency: Advanced functional knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and an open adaptability to learn proprietary county software and law enforcement database systems.

MINIMUM QUALIFICATIONS

• Education: High School Diploma or GED equivalent required. An Associate's degree in Business Administration, Criminal Justice, or a closely related field is highly preferred.
• Experience: Minimum of two to three (2–3) years of advanced clerical, secretarial, or executive administrative experience. Prior administrative experience within a law enforcement agency, legal firm, or Texas county government framework is strongly preferred.
• Licensure: Must possess and maintain a valid Class C Texas Driver License with an acceptable driving record.
• Background Clearances: Must successfully pass a background investigation, including a comprehensive criminal history check, and pre-employment drug screening. Cannot have any felony convictions, active probation, or disqualifying misdemeanor records.
• Certifications (Required or to be obtained within 1 year of hire): Ability to earn and maintain certification to access the Texas Law Enforcement Telecommunications System ( TLETS ) for TCIC/NCIC administrative query purposes, and eligibility to hold a State of Texas Public Notary commission.

 

WORKING CONDITIONS

Position is located in an office environment with little or no exposure to environmental conditions. Health and safety hazards are minimal. No protective equipment is required. Fine dexterity, sitting, talking, hearing and vision are constantly required. Occasionally, walking, reaching and handling are required.

 

TATTOO LIMITATIONS

Visible offensive tattoos or body art are prohibited without exception to include, but not limited to, those that depict racial, sexual, discriminatory, gang-related or obscene language.