Purpose & Job Related Requirements

REPORTS TO: Command Staff Executive Assistant
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System: Requires satisfactory completion of a six month probationary period.
PAY GRADE: 108
SAFETY SENSITIVE: No
Purpose of Job
The purpose of the job is to provide secretarial, receptionist, bookkeeping and general office support to the Sheriff's Office. Provides information, processes and maintains records, issues and prepares purchase orders, prepares reports and correspondence, assists with payroll/ budget functions, and performs additional tasks as assigned.
Job Related Requirements
WORK SCHEDULE:Monday - Friday 8:00 am - 5:00 pm
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma or equivalent with one year of clerical, bookkeeping or general office related experience required.
Must possess a valid driver's license.
Must be or have the ability to acquire Notary Public Status.
Vocational/Technical degree preferred.

Essential Duties, Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Facilitates communication and provides information to officials, employees, or the public concerning various requests and departmental policies, programs and services.
Receives calls, mail, or other correspondence; takes messages, copies, replies, or forwards to appropriate staff; maintains appropriate filing and phone system.
Performs bookkeeping duties which may include processing and maintaining records of fees and payments, invoices, petty cash fund, vouchers, program refunds, cost centers and tracking systems, budget transfer requests, and operating and capital account expenditures; issues and processes purchase and traveling orders, authorizations for payment, vendor master forms, and purchase requisitions; writes receipts; assists in preparing and monitoring departmental budget and other financial documents.
Maintains accounting system, reconciles bank statements, and prepares deposits.
Processes personnel action forms, attendance and leave records, accident/injury records and payroll documentation for appropriate staff; may assist with and maintain correspondence with the Human Resources Department regarding job openings, qualifications, testing, applications, etc.
Processes, composes, edits, researches and/or copies routine departmental correspondence, forms, reports, work orders and other documents.
Prepares, maintains and updates various departmental records, indexes, reports, and files.
Greets visitors, ascertains nature of business, assists and directs visitors to appropriate staff.
Assists with or fulfills duties of appropriate personnel when necessary.
Maintains inventory of and requisitions office supplies, equipment, or service requirements as needed; may include taking bids, and obtaining price quotes from vendors.
Maintains calendar and scheduling for appropriate staff training sessions, travel, conferences, meetings or facility usage.
May prepare agendas or documents for or attend meetings, conferences, or events for the department; transcribes minutes or relates relevant information to appropriate staff; acts as liaison between department and other groups, committees, organizations, officials, or the public.
May assist in training, coordinating, or evaluating the work of temporary employees, volunteers, interns, and/or community service and summer workers.
Notarizes documents when required.
Performs other related duties as required.
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the department or office as they pertain to the performance of duties relating to the position of Administrative Secretary.
Knowledge of the terminology used within the department.
Knowledge of modern office procedures, departmental programs, activities and facilities, bookkeeping practices and procedures and methods as required in the performance of duties.
Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.
Ability to communicate effectively with supervisors, other staff members and the public.
Ability to use independent judgement in routine and non-routine situations.
Ability to handle the required mathematical calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organize and/or prioritize daily assignments and work activities.
Ability to comprehend and apply the regulations and procedures of the department.
Ability to type, maintain accurate records, operate modern office equipment, utilize a personal computer and communicate effectively both verbally and in writing.

Supplemental Information