Administrative Assistant - Records Specialist

Administrative Assistant - Records SpecialistThe Records Specialist within the Operational Support Division is responsible for administrative support activities. Prepares forms and reports. Monitors the flow of paperwork and files. Performs a variety of administrative tasks for the department and division.General Duties and Responsibilities Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential FunctionsHandle sensitive, protected, and classified documents and information with a high level of discretion and accuracy.Interpret, apply, and research federal, state, and local laws and regulations related to special districts to ensure compliance.Prepare clear, concise reports and communicate effectively, both orally and in writing.Provide front-line assistance to the public for various Sheriff's Office services, including concealed handgun permits (CHP), records requests, civil process, and general inquiries.Maintain and manage official agency records in accordance with systematic retention, protection, retrieval, and disposal procedures.Process records requests and documentation related to Civil Process service in compliance with applicable laws.Track and maintain all training records for the Sheriff's Office across all divisions.Inventory and issue duty equipment, uniforms, and other issued items.Demonstrate proficiency in office procedures and equipment, including computers, word processing, file maintenance, mail handling, and office supply management.Establish and maintain effective working relationships with staff, outside agencies, and community members.Support daily administrative operations of the Sheriff's Office through a variety of clerical and organizational tasks.Address complex responsibilities and challenges that may require the development or recommendation of office policies.Exercise sound judgment and confidentiality, as errors may result in harm to the Sheriff's Office or public.Oversee and administer the CHP (Concealed Handgun Permit) program.Supervisory ResponsibilitiesNot ApplicableRequirements Compensation will be determined by the applicant's full skillset with consideration of the following: High School Diploma or equivalent (G.E.D.) required.College education preferred but not required.Must pass a background check and a drug screen.Must not have any felony convictions. Committed no felonies, including illegal drug use, in the past three years.Must not have any domestic violence offense related convictions or domestic violence related restraining orders in effect.Must not have any DUI/DWAI convictions or driver's license suspensions or revocations within 24 months of the application or more than one DUI/DWAI conviction in a lifetime. A history of excessive use of illegal drugs, or other offenses could disqualify an applicant. Must have a good driving record.Must be a resident of Colorado and possess a Colorado Driver's License at the time of appointmentMust be able to complete and meet our training requirements/expectationsMust have the ability to accurately perceive, soundly reason, and correctly judge situations, occurrences, and circumstances.Must possess good communication skills and be able to express clearly and precisely, orally and in writing.Must have a great deal of initiative and tenacity to actively influence events rather than passively accepting them.Must have a proper degree of stress-tolerance, including stability and the ability to perform under pressure.Must demonstrate strong interpersonal skills and a professional demeanor characterized by integrity, adaptability, compassion, sound judgment, and a commitment to public service, with the ability to work effectively across all levels and with individuals from diverse cultural and socio-economic backgrounds.English language proficiency required, Spanish is not required for this position, but proficiency is preferred.Hazard Notice This position is primarily administrative in nature and is performed in an office setting. However, there are several physical and situational requirements that may pose potential hazards or require reasonable accommodation. Physical Activity & Work EnvironmentPrimarily performs work indoors in a standard office setting (more than 50% of the time)Frequently sits for extended periods while using computers, phones, and office equipmentRegular use of hands and fingers for typing, filing, and handling documentsFrequently reaches, pushes, or pulls using arms and handsOccasionally walks, stands, climbs, balances, kneels, crouches, or crawlsFrequently communicates in person and by phone; must be able to hear and speak clearlyOccasionally lifts or moves items weighing up to 10, 25, 50, or 100 lbs., using proper lifting techniquesUses vision for close-up tasks, color identification, and adjusting focus; occasional use of peripheral vision and depth perceptionMay experience moderate noise levels from office equipment and public interactionInteracts with the public, occasionally in emotionally charged or sensitive situationsMust maintain focus, professionalism, and discretion when handling confidential or protected informationMay face periods of stress, deadlines, or interruptions requiring adaptability and emotional resilienceEOE StatementLake County is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, creed, religion, sex, national origin, sexual orientation, disability, or veteran status. Assistance or accommodation during the application process due to a disability is available upon request.Notice of Work Authorization RequirementAppl icants must be authorized to lawfully work for any employer in the United States. Lake County is unable to sponsor or take over sponsorship of an employment Visa.Notice of Emergency/Disaster ResponsibilitiesAll Lake County Employees may be required to work as a Disaster Service Worker when a local declaration of emergency or disaster is declared by the Board of County Commissioners. To be prepared for this role, all employees and emergency service function (ESF) leads will attend emergency management trainings and exercises as requested by the Director of Emergency Management. With advanced notification from OEM, employees will make reasonable efforts to attend training events in coordination with other employees and supervisors.Other DutiesPlease note that this job description does not intend to cover or contain a full comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.Expected Duration of the Application ProcessDue to the nature of the application and selection process for Lake County full-time positions, applicants can reasonably expect the application process to take a significant amount of time to complete before a decision is made to hire or not to hire. Typically, it takes approximately two (2) to four (4) weeks from the date of application to complete the entire selection process. The length of time it takes to complete the process can vary depending on a variety of factors. Please note that this is an estimated duration of the selection process.