Administrative Assistant- Part Time

Administrative Support Position

An employee in this position provides administrative and clerical support for various Sheriff's Office functions. This includes work that is performed on routine projects with guidance from staff members such as answering questions and sharing information; relaying information to appropriate staff members; typing and entering data; filing and maintaining records; ordering and maintaining supplies; updating related systems; and assisting with the Sheriff's Office budget. Hourly pay rate $22.5168

Essential functions of the position include:

• Greets all incoming visitors and routes all incoming phone calls to appropriate staff; assists in answering basic requests and inquiries.
• Provides information to the public; explains the Sheriff's Office policies and procedures to the public.
• Handles and distributes daily mail to designated person.
• Works closely with Leadership to maintain the department's financial records to include data entry for purchase orders, charge cards, journal entries, budget amendments, payables, and any adjustments as needed.
• Assists Leadership with annual budget process; monitors spending and allocations.
• Makes appointments; coordinates arrangements for meetings and conferences; books rooms; and prepares travel requests.
• Maintains paperwork flow and organization for Department.
• Handles accounts receivables from utility billings and other sources of revenue from departments; makes deposits and reconciles financial records; posts payments to customer accounts; processes timecards for employees.
• Processes fingerprint cards, arrest cards and photographs to the SBI, fills in at the dispatch desk when needed; prepares monthly status reports on each detective's caseload.
• Screens and routes information within the Department.
• Scans documents into Department shared drive; provides assistance with scanning materials.
• Maintains electronic and hard copy files/records.
• Shreds documents as needed.
• Utilizes computerized data entry equipment and various word processing, spreadsheet database, and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; compiles data from various sources and prepares a variety of periodic reports.
• Receives records and compiles data to develop activity reports for various programs.
• Establishes and maintains a variety of tangible files which may include case files, filing and retrieving material as requested or as otherwise necessary.
• Composes and/or types material from typed, dictated, or handwritten copy, which requires use of a variety of complicated formats for preparing correspondence, reports, forms, etc.; assumes responsibility for correctness of spelling and punctuation, format and grammar.
• Creates and maintains Department information and manuals/guides.
• Oversees office machine maintenance, contacting service vendors as necessary.
• Prepares monthly credit card purchasing logs, payroll invoices, and bank deposits; forwards to Finance Department.
• Creates Department reports as requested.
• Creates and prepares spreadsheets.
• Manages office supply inventory and places orders to restock supplies as needed.
• Schedules meetings; records and files minutes during Department meetings; prepares agendas.
• May serves as secretary to an assigned board, committee, or commission.
• Assists with processing paperwork; data entry; correspondence; and reporting.
• Assists with specific Department tasks as assigned.
• Communicates with outside agencies as needed.
• Notarizes documents.
• Assists other Department staff with various programs and office support needs.
• Participates in Department sponsored events.
• Performs administrative tasks specific to the assigned Department.
• Notifies others of receipt or issuance of legal documents.
• Maintains confidentiality of records.
• Performs other related duties as assigned.

Minimum requirements to perform work include:

• High school diploma or equivalent;
• Five (5) years of experience performing administrative support experience, preferably in an office environment;
• Or equivalent education and/or experience.
• Possession of a Public Notary certification (or willingness to obtain within first six (6) months of hire).

Knowledge, skills, and abilities include:

• Knowledge of customer service principles.
• Knowledge of basic the Sheriff's Office functions and related projects.
• Knowledge of general office procedures.
• Knowledge of proper usage of correct grammar, spelling, and vocabulary.
• Knowledge of the operation of office equipment such as a computer, copiers/FAX, multi-line phone systems, calculators, scanner, etc.
• Skill in communicating effectively, both orally and in written form.
• Skill in listening.
• Skill in using MS Office and familiarity with Department software.
• Skill in organizing.
• Ability to provide assistance to visitors, management, and colleagues.
• Ability to be tactful and courteous to all.
• Ability to be dependable.
• Ability to exercise independent judgment, discretion, and initiative in completing assignments.
• Ability to meet deadlines.
• Ability to maintain a high level of confidentiality relative to all Department information.
• Ability to pay attention to details.
• Ability to correct any quality deficiencies that may occur in areas of job responsibilities.
• Ability to learn and share basic Department information and instructions.
• Ability to compile materials and record information.
• Ability to balance figures as needed.

Physical demands must be able to perform light work frequently exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects; and occasionally requiring to exert up to 20 pounds of force to move objects. This work also involves the physical abilities of perceiving sounds at normal speaking levels, kneeling, lifting, having manual dexterity, using mental acuity, pulling, pushing, reaching, performing repetitive motion, speaking, standing, and stooping. An incumbent must also possess the visual acuity to analyze data, work with figures, read extensively and to operate various office equipment. Work environment is in a relatively safe office environment and has contact with visitors and staff.