Administrative Assistant - Records

This job was posted by https://idahoworks.gov : For more information,

please see: https://idahoworks.gov/jobs/2505463

This position will work up to 19 hours per week. The shifts will be

Monday through Thursday in the afternoon.

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**Purpose of Class**

Performs varied administrative support and clerical duties for the

Sheriff\'s Office; performs related work as required.

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**Primary Function**

An employee in this class performs a variety of clerical and

administrative tasks in support of the Sheriff\'s Office Records

function. Work includes entering data for police records, financial,

medical and accounting records, collecting inmate housing fees,

maintaining police records, files, statistics and related information,

responding to office information requests and other clerical duties such

as composing letters and reports, typing documents, filing, etc. The

work is performed under the supervision of the Management Assistant -

Records - Evidence Specialist. The principal duties of this class are

performed in a general office environment.

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**Essential Duties and Responsibilities(will vary by assignment)**

• Gathers, receives and reviews various citations, warrants, reports,
  
  

legal papers, and other documents;

• Performs data entry of all documents and complaints to create and
  
  

/or update computer files and records;

• Files and maintains files of departmental records including police
  
  

reports, citations, warrants, detention bookings, and other

documents;

• Maintains records and prepares billings for inmate prescription,
  
  

medication, and medical fees;

• Answers incoming phone calls, greets the public, assisting and
  
  

providing referrals to other departments or staff as needed;

• Receives and processes records requests by providing copies of
  
  

records to the public, other law enforcement agencies, insurance

agencies and companies according to department policies and

procedures;

• Processes and performs data entry for Concealed Weapons Permits
  
  

applications

• Tracks, maintain, Processes and performs data entry for sex offender
  
  

county and state required registration;

• Fingerprinting for general public for school, employment, etc.
• Receives and processes walk-in criminal and traffic reports for
  
  

Sheriff\'s Office and routes them accordingly;

• Files various FBI information, fingerprint cards, and related legal
  
  

documents received from courts and detention;

• Scans files and documents according to departmental procedures;
• Uses various software applications and/or maintains a database of
  
  

information;

• Inventories and monitors office supplies according to department
  
  

procedures;

• Performs all work duties and activities in accordance with County
  
  

and Sheriff\'s Office policies, procedures and safety practices

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**Other Duties and Responsibilities**

• Performs other related duties as required.
  
  

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**Competency Requirements**

Knowledge of:

• Operation of a personal computer and various job-related software
  
  

applications;

• Record keeping practices and procedures;
• Telephone etiquette and customer service techniques;
• Basic bookkeeping and accounting skills;
• Current office practices and procedures;
• English grammar, spelling, punctuation, and composition.
  
  

Ability to:

• Learn Sheriff\'s Office programs, policies, procedures and processes
  
  

sufficiently enough to convey related information to the public and

other County staff;

• Enter and retrieve data accurately and efficiently into a
  
  

computerized police system;

• File and maintain records efficiently and accurately;
• Maintain confidentiality of information processed or prepared;
• Operate a variety of standard office equipment, including a personal
  
  

computer and applications appropriate to assigned duties;

• Maintain effective working relatio nships with other County
  
  

employees, supervisory personnel, state and local elected and

appointed officials and the public;

• Communicate effectively both orally and in writing;
• Follow detailed written and verbal instructions;
• Respond appropriately to public inquiries and present a positive
  
  

public image;

• Perform a wide variety of duties and responsibilities with accuracy
  
  

and speed under the pressure of time-sensitive deadlines;

• Perform multiple tasks simultaneously, including handling
  
  

interruptions, and return to and complete tasks in a timely manner;

• Perform time management and scheduling functions, meet deadlines,
  
  

and set project priorities;

• Work well under pressure and maintain a calm and professional
  
  

demeanor, under stressful or adversarial conditions;

• Use logical and creative thought processes to develop solutions
  
  

according to written specifications and/or oral instructions.

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**Acceptable Experience and Training**

High school diploma or GED equivalency is required, preferably

supplemented by course