Administrative Assistant - Records (Sheriff's Department)

This position is under the supervision of the Sheriff and Chief Deputy. The Administrative Assistant – Records serves as a liaison between the general public and the Sheriff’s Office by providing clerical services at the main office.  This position performs confidential and complex administrative duties for the Sheriff’s Office. This position requires initiative, independent judgment, discretion and needs to interaction with the public on a regular basis.

General

• Answers and directs telephone calls; take messages as needed
• Provides counter service to the public as needed
• Prepares records and documents for mailing
• Stamps, sorts, and distributes mail and correspondence to proper agency/department
• Records Management System (RMS) Specialist; enters data into records management system
• Files bonds / court documents with the Clerk of Court’s Office in a timely manner
• Maintains and purges records/documents in accordance with county policy
• Works in coordination with law enforcement staff to ensure accurate and efficient data entry process is followed
• Perform other duties in the absence of other administrative personnel; may need to be cross trained to assist with performing said duties
• Maintain social media accounts
• Deputized with limited powers    
• Perform other duties as assigned by Command Staff

Primary

• Prepares and routes reports / documents to various departments and agencies
• Receive and process open records request; distribute records request to appropriate staff, agencies, etc.
• Maintain proficiency and training in open records law  
• Assists with in scanning bonds for the jail, attach file / upload information into the Records Management System
• Perform Incident Based Reporting (IBR) requirements
• Assists with preforming background checks for military reasons, foster care, etc. as requested
• Organizes, removes and transports records from Sheriff’s Office to other off sight storage location 
• Liaison to media outlets
• Prepares and mails agenda for Traffic Highway Safety Commission 
• Attends and records the minutes for the quarterly Traffic Highway Safety Commission meeting

Secondary

• Assist with budget management; general bookkeeping duties, process accounts receivable and payable
• Performs financial deposits
• Prepares and manages civil process procedure; paper service for restraining orders, subpoenas and other related duties
• Schedules and processes Sheriff Sales 
• Completes purchase orders; act as direct liaison between the person filling out the order to the completion of receiving the product or service
• Maintain Training and Standards documentation requirements; enters information as needed
• Assist with new employment process, orientation and maintain necessary documentation 
• Assists with preparing information and documents for traffic court
• Enters traffic citations, warnings, accident reports, and other related duties as needed
• Prepares agenda and meeting packets for Law Enforcement Committee
• Attends and records minutes at the Law Enforcement Committee meeting

• High School Diploma or equivalent
• Associate’s Degree in administrative assistant or related field
• Minimum of two (2) years’ work experience and/or training to include, but not limited to administrative, clerical, bookkeeping, record keeping, data entry  
• Experience in law enforcement environment preferred
• Equivalent combination of education and experience may be considered 

Knowledge

• Knowledge of personal computer operation with word processor and spreadsheet software; working knowledge of Records Management Systems and Microsoft Office Software package 
• Knowledge of the criminal justice system and its procedures
• Knowledge and use of office concepts and procedures including general business and office functions, reading comprehension, typing and keyboarding
• Knowledge and follow through with open records requests 
• Knowledge of all policies, procedures, rules, orders, and directives pertaining specifically and generally to members of a specific division and/or the department
• Knowledge and proficient use of law enforcement data entry software, system and procedures
• Knowledge of office practices and procedures, terminology and equipment
• Knowledge of business math and English

Skills

• Excellent interpersonal skills in dealing with the public
• Utilize effective communication skills; be polite, courteous and professional in manner
• Speech skills – talking to others to effectively convey information
• Typing/keyboarding, dictation, transcription and data entry skills

Ability

• Documenting/Recording Information – entering, recording, storing, or maintaining information in written, oral or electronic data format
• Communicating with Other Workers – observing, receiving, and otherwise obtaining information from all relevant sources via contact with supervisors, fellow workers and subordinates, the public, government and other external sources
• Establishing and Maintaining Relationships – developing constructive and cooperative working relations among the county and municipal public safety departments
• Ability to read, analyze, and interpret general law enforcement periodicals, professional journals, technical procedures, or governmental regulations 
• Ability to learn specialized software applications and programs as required
• Ability to plan, organize and schedule priorities effectively
• Ability to establish and maintain good public and working relationships to attain goals of the department
• Ability to read, analyze, and interpret general law enforcement periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports and business correspondence in the English language
• Ability to effectively present information and respond to questions from co-workers, clients and the general public
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals  
• Ability to compute rate, ratio, and percent
• Ability to calculate figures and amounts such as discounts, interest, ratios and percentages
• Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists
• Ability to interpret a variety of instructions furnished in written, oral or schedule form

Salary : $45,656 - $50,856