Program Assistant

Job Title

Under general supervision, performs administrative work involving the maintenance of a variety of records and files for the Sheriff's Office to include but not limited to grant research, grant maintenance, and accreditation. Position ensures the department's participation and compliance with Virginia State Law, DCJS, and VLEPSC. Position is also responsible for processing and completing all submissions as required by the County, Finance, Grant Manager, DCJS, and VLEPSC. Work also involves coordinating work activities, ensuring quality of work, compiling statistical data, maintaining office supplies, community calendars, unit events, and other tasks as needed in ASD.

Additionally, the Fleet Manager will be responsible for coordinating service and repairs, assisting with purchasing vehicles, processing paperwork with DMV, processing accident reports, advising the department of vehicle recalls, and preparing paperwork for seized vehicles.

This position is essential. Personnel occupying this position may be scheduled to work regardless of weather conditions and/or when general County offices are closed. Applicants must be available to work Sunday through Saturday as needed.

Under general supervision of the Captain and/or Director of the Division of Animal Control, certain Program Assistant positions will be assigned for the recruiting, coordination, supervision, and training of volunteers for the Animal Shelter and community outreach programming. Responsible for updating and maintaining various social media sites.

Special Duties & Responsibilities

ASD/FLEET MANAGER:

• Maintains or assists with spreadsheets and files of department vehicles.
• Coordinates service and repairs of department vehicles.
• Assists with the purchase of vehicles, emergency equipment, and items related to department units. Works closely with the Procurement Division of Finance to ensure proper procurement of vehicles and equipment.
• Processes vehicle purchases and license renewals with Department of Motor Vehicles (DMV).
• Processes accident reports for department vehicles and works closely with the Spotsylvania Risk Manager for any Sheriff's Office accidents.
• Advises the department of vehicle recalls.
• Maintains the key safe for vehicle keys.
• Prepares paperwork for seized vehicles.
• Plans and coordinates payments for employee training and any travel associated with the training.
• Acts as liaison with the Rappahannock Regional Criminal Justice Academy to ensure recruits are prepared for the Academy and tracks recruits' training process.
• Acts as liaison with the Department of Criminal Justice Academy to monitor personnel training requirements and advises staff of their progress.
• Coordinates daily work activities; organizes, prioritizes, and completes work; monitors status of work in progress and inspects completed work; consults with assigned staff, assists with complex/problem situations, and provides technical expertise.
• Assists in ensuring departmental compliance with all applicable laws, rules, regulations, standards, policies, and procedures; initiates any actions necessary to correct deviations or violations.
• Oversees the destruction of outdated files.
• Prepares or completes various forms, reports, correspondence, statistical reports, or other documents.
• Receives various forms, reports, correspondence, statistical data, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards, or retains as appropriate.
• Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, database, spreadsheet, email, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Monitors inventory of office equipment, forms, and supplies: ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement materials.
• Performs customer service functions. Answers questions and provides information related to records.
• Coordinates work activities with other departments, outside agencies, or others as needed.
• Communicates with supervisor, employees, other departments, county officials, law enforcement personnel, court personnel, other jurisdictions, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.
• Maintains a variety of Department files and records.
• Performs general/clerical tasks, which may include answering telephone calls, sending/receiving faxes, making copies, filing documentation, and processing incoming/outgoing mail.
• Assists with planning processes and appearances at SSO community events when needed.
• Attends various meetings as needed.
• Performs other related duties as required.

Sheriff / Animal Services:

• Recruits, supervises, and evaluates volunteers.
• Works with supervisors of the department to coordinate the use of volunteers in appropriate areas of the agency and in outreach programming.
• Responsible for volunteer training and oversight of volunteer training by staff members.
• Responsible for staffing volunteers to various tasks, including but not limited to on-site adoption, off-site adoption, dog walkers and socializers, information and clerical desk work, cat room monitors and socializers, humane education, and special events.
• Establishes ongoing liaisons within the community to facilitate the recruitment of volunteers.
• Maintains a database of volunteers, inclusive of personal and contact information, skills, hours of desired volunteering, and hours donated.
• Prepares monthly reports of the number of volunteers and donated hours to the management team.
• Designs, researches, and implements ongoing recognition, appreciation, and motivational programming for volunteers.
• Attends events as needed when volunteers are involved in order to ensure a successful operation.
• Creates an annual or biannual newsletter for volunteers.
• Posts and maintains various social media sites, including photographing incoming animals, adoptions, redemptions, and answering inquiries.
• Performs other related duties as required.

Minimum Training & Experience

High School Diploma or equivalent; supplemented by college level course work or vocational training in criminal justice, grant research, grant maintenance and accreditation supplemented by three (3) to five (5) years previous experience and/or training in above topics, workflow coordination, and personal computer operations; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities.

For certain Program Assistant positions, must possess and maintain knowledge and training in grant research, grant maintenance, and accreditation.

For certain Program Assistant positions, experience in supervising volunteers, photography, social media, or similar experience.

Special Requirements

• Knowledge of the policies, procedures, and activities of the County and of departmental practices as they pertain to the performance of duties.
• Knowledge of practices and procedures associated with computer-driven records management.
• Knowledge of regulations and guidelines associated with grant maintenance and accreditation, and has the ability to ensure compliance with established guidelines.
• Knowledge of methods and requirements governing audits of grants and accreditation.
• Knowledge of the terminology, principles, and methods utilized within the department.
• Knowledge of the laws, ordinances, standards, and regulations pertaining to the essential duties and responsibilities of the position.
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.
• Ability to keep abreast of any changes in policy, methods, computer operations, equipment needs, policies, etc., as they pertain to departmental operations and activities.
• Ability to effectively communicate and interact with supervisors, members of the general public, and all other groups involved in the activities of the department.
• Ability to assemble information and make written reports and documents in a concise, clear, and effective manner.
• Ability to use independent judgment and work with little direct supervision as situations warrant.
• Ability to exhibit mathematical ability to handle required calculations using percentages and decimals.
• Ability to demonstrate knowledge and proficiency with computers and related software programs.
• Ability to read, understand, and interpret technical and computer reports and related materials.
• Ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Ability to apply principles of persuasion