DUTIES AND RESPONSIBILITIES
SUMMARY:- Perform administrative functions in support of the four divisions of the Sheriff’s Department such as coordinating purchase requisitions, securing quotes from vendors; maintenance of records pertaining to daily transactions and business details such as employee time records and budget expenditures.
- Research and compile data, develop reports and coordinate special reports as delegated by a supervisor.
- Provide assistance and gather information from the general public in completing and processing department related functions.
- Responsible for organizing and preparing departmental case files and preparing reports as needed or requested.
- Perform a variety of clerical duties such as composing and typing correspondence, filing and maintenance of records, answering the telephone, transferring calls, taking messages, and assisting in general administrative functions as needed for the divisions.
- Responsible for establishing and maintaining official documents and internal records in appropriate files which would be considered law enforcement sensitive; requires a high level of discretion due to the sensitive and confidential nature of work processed.
- Perform other job related duties as assigned or requested.
**The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.
MINIMUM QUALIFICATIONS
- High school diploma or GED, plus six (6) years of progressively responsible administrative experience utilizing the skills mentioned above.
- Post-secondary education in business related field may be substituted for work experience.
- Must be able to organize, set priorities and exercise sound, independent judgment within the areas of responsibility.
- Must have knowledge of standard office procedures and practices.
- Must have the ability to establish and maintain professional relationships with co-workers, the public, and others encountered in the performance of duties.
- Must have the ability to set priorities for self and others in the coordination of clerical office work.
- Must have the ability to communicate effectively in both oral and written English, to prepare accurate, concise, complete, and informative written materials.
- Must be proficient in the use of Windows-based word processing, spreadsheet, and database software and in the development and maintenance of application data.
- Must have the ability to maintain objectivity and confidentiality in dealing with a variety of complex and potentially sensitive projects.
SUPPLEMENTAL INFORMATION
SCREENING AND COMPLIANCE
- Employee must successfully complete the post-offer employment medical examination and background investigation. Employee must comply with the safety guidelines of the County.
- This position is safety sensitive. Employment is subject to a pre-employment and random drug testing in accordance with all terms and conditions of federal and state rules and regulations regarding alcohol and/or drug testing.
WORKING CONDITIONS
- All essential duties are performed indoors.
- Duties are performed in a temperature-controlled environment.
- Duties are performed on an even surface, which may be carpeted or tile.
- Working surface is typically dry.
- Worker often works alone both with and without directions from supervisor.
- Worker is exposed to graphic and vulgar language and photographs, and the stress of taking statements from suspected violent criminals or victims/witnesses of violent crimes.
- Worker is required to be on-call on a rotating basis and may be required to report back to work in the middle of the night or early morning hours.
- May be assigned to work at any sites within the Criminal Investigations Division as needed.
EQUIPMENT, TOOLS, AND MATERIALS
- Equipment typically used in the performance of office duties include telephone, computer terminal, computer printer, computer keyboard, typewriter, photocopy machine, fax machine and other recording equipment.
- Materials and products handled in the course of performing essential duties include files, forms, reports, various other paperwork, and a wide variety of basic office supplies.
Supplemental Information
**NOTE: You are not required to disclose information about physical or mental limitations that you believe will not interfere with your capability to do the job. On the other hand, if you want the employer to consider special arrangements to accommodate a physical or mental impairment, you may identify that impairment in the space provided and suggest the kind of accommodation that you believe would be appropriate.
Mental Functions
Must be able to apply knowledge of typing and general clerical work. Must be able to maintain high level of concentration while taking or transcribing statements. Must be able to type correspondence and reports with proper format, punctuation, spelling and grammar. Must be able to communicate verbally with co-workers as well as the general public. Must possess the adaptability to perform a variety of duties, often changing from one task to another task of a different nature without loss of efficiency or composure.
Physical Functions
Work is primarily sedentary, with opportunities to stand/walk as needed typically being available throughout the workday. Must be able to sit for long periods as necessary to perform essential functions. Must be able to bend at the waist and twist/rotate occasionally. Must be able to work with arms bent or extended away from body or overhead and be able to push/pull with arms as needed. Must be able to crouch and kneel occasionally. Must be able to use hands and fingers in order to grasp/manipulate various equipment and materials needed to perform essential duties. Must be able to coordinate use of hands and eyes in operation of equipment such as telephone, typewriter and computer.