What are the responsibilities and job description for the Administrative Assistant III - Detention position at Leon County Sheriff's Office?
This position performs mid-level administrative work in support of the agency’s administrative and corrections functions and serves as the primary administrative point of contact between the executive team and internal and external customers. Primary responsibilities include answering phones and providing clerical and administrative support to executive staff, including direct administrative support to the Command Staff–level Detention Major.
This position also functions as the central coordination point for administrative matters, ensuring compliance with established internal processes and procedures. Responsibilities include, but are not limited to, human resources, fiscal operations, and budgeting.
The position upholds the agency’s core values of honesty and integrity, accountability, teamwork, trust and respect, and commitment to excellence. Successful candidates must demonstrate proficiency in data entry and retrieval, effective time management, basic to intermediate computer skills, strong written and verbal communication skills, interpersonal and customer service skills, and effective problem-solving abilities.
- Organize, coordinate, and administer a variety of specialized programs and/or activities involving complex technical administrative support requiring specialized knowledge in assigned areas of responsibility.
- Initiate, process, prepare, record, and/or review routine, complex, and/or specialized paperwork, forms, reports, and/or confidential information related to assigned area of responsibility, ensuring completeness and accuracy of information; maintain related records. May notarize documents utilizing established guidelines and procedures.
- Respond to telephone, e-mail, written, and in-person inquiries from the public, departments within the Agency, and/or other interested parties; provide timely responses and information requiring knowledge of departmental policies and procedures collect funds and issue receipts.
- Maintain a variety of records, files, and information for assigned area of responsibility, ensuring compliance with applicable rules and guidelines; audits files for completeness and accuracy. Categorizes and maintains technical desk reference manuals.
- Independently draft, compose, and type a variety of business documents, including letters, e-mails, memos, charts, newsletters, technical specifications, and/or other related documents; maintain confidentiality regarding sensitive issues.
- May serve as a lead to lower-level staff, which includes: prioritizing and assigning work; training staff on work methods and procedures; and/or performing other related administrative support functions and activities.
- Take accurate minutes and meeting notes.
- Manages calendars and schedules meetings as requested for executive staff.
- Thorough knowledge and effective use of office management systems and procedures.
- Assist with travel arrangements as requested.
- Efficient use of MS Office products.
- Ability to work effectively independently and with others as a team.
- Ability to effectively communicate both orally and in writing.
- Ability to provide professional customer service skills to both the public and agency members.
- Ability to prepare and present clear, accurate, concise, and objective written and oral reports.
- Ability to meet requirements and maintain required licensures and certifications as well as agency-required in-service training.
- Ability to adhere to the standards and principles of the agency's core values and professionally represent the agency.
- Ability to report to perform assigned work promptly, consistently, and as scheduled.
- Ability to perform all functions of the job classification without posing a direct threat to the health or safety of other individuals in the workplace.
- Ability to work proactively and anticipate needs.
- Ability to work in a fast-paced environment.
- Other duties as assigned.
- High School Diploma or equivalent (G.E.D.); AND
- At least (2) years of experience in a clerical or secretarial position required.
- Equivalent combination of education and experience sufficient to successfully perform the essential duties.
- Must be able to lift, push, carry or pull a minimum of 25 pounds independently.
- Position has an increased risk of occupational exposure to hazardous and infectious materials.
- Position is based in a secure county detention facility.