Administrative Assistant - Records

This position will work up to 19 hours per week. Shifts will be Monday through Thursday.  

Purpose of Class

Performs varied administrative support and clerical duties for the Sheriff's Office; performs related work as required.

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.

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

Other Duties and Responsibilities

• Performs other related duties as required.

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 relationships 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.

Acceptable Experience and Training

• High school diploma or GED equivalency is required, preferably supplemented by courses in office practice, computer or general business classes; and
• One (1) year general office or clerical experience is preferred;
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard office equipment;
• Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, lift up to 25 pounds, and work in an office environment.