Marshall County Job Description

Administrative Assistant

Department: Sheriff Job Code: 366

Reports To: Sheriff DOT Reference: 169.167-010, 169.167-034

Date: November 2007

FSLA: Non-Exempt

Summary

Assist the Sheriff by preparing reports, coordinating special projects, handling problems involving the public, government officials or others, preparing correspondence, purchasing supplies, maintaining financial and other types of records.

Essential Job Functions

A. Relieve the Sheriff of routine administrative duties

1. Greet visitors to the office, determine the reason for the visit and either provide general information or refer the matter to the Sheriff or other appropriate person

2. Answer the telephone, answer questions and provide general information to the public, the media, and officials regarding the Sheriff’f office in a professional and polite manner

3. Answer correspondence of moderate difficulty

4. Check newspapers for death announcement, design, pring, and send sympathy card to next of kin

5. Research, compile, and maintain Marshall County Emergency Contact Directory for all county agencies

6. Transmit orders and instructions to employees and others for the Sheriff using a telephone, or in person, as appropriate

7. Maintain Sheriff’s calendar and filing system, update activity reports, telephone list, inventory forms, etc.

8. Coordinate activities with FEMA, other law enforcement agencies, and others in emergency or other situations, as needed

9. Monitor general ledger accounts for jail, commissary, Sheriff’s account, etc. to track expenses and revenue entries

10. Perform internet research for Sheriff in order to locate products, services, available grant funds, etc.

B. Coordinate travel, meetings, special projects and keeps schedule of events for the Sheriff

1. Schedule and coordinate meetings as directed by the Sheriff

2. Coordinates travel arrangements for the Sheriff and other staff members, which may include making flight reservations, hotel accommodations, etc.

4. Receive invitations for the Sheriff, sends appropriate responses, and maintains schedule of events

5. Coordinate luncheons and special events at Sheriff’s Office

6. Assist with Sheriff’s Toy Fund Project

7. Maintain Sheriff’s Office flower fund

D. Provide assistance to all divisions of Sheriff’s office by performing a wide range of duties

1. Transcribe both victim and offender statements for investigators

2. Assist with compiling and updating sex offender directories for area schools

3. Assist with grant research

4. Assist with typing and implementing Standard Operating Procedures

5. Assist with filling inmate store orders

6. Perform background checks

7. Assist with payroll preparation

8. Assist in management of data and user privileges for ALACOP, the database of confidential law enforcement information

9. Assist with records management, such as UCR reporting, filing, verifying data, and with data entry of sworn officers registered in APOst system

10. Design and print forms for office use

Knowledge, Skills, and Abilities

1. Knowledge of the principles and practices of accounting

2. Knowledge of modern office practices, procedures, systems and equipment including computers and software

3. Knowledge of departmental operations and organization

4. Knowledge of the principles of general management

5. Knowledge of business English, spelling, arithmetic, and departmental terminology

6. Knowledge of local community agencies and leaders

7. Knowledge of internete research methods

8. Ability to set priorities, plan and implement activities to maximize efficiency

9. Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance

with established requirements

10. Ability to use a computer to store, retrieve and compile data, prepare reports and correspondence

11. Ability to establish and maintain effective working relationships with officials, other employees and the public

12. Ability to analyze problems and formulate solutions within area of responsibility

13. Ability to communicate effectively, both verbally and in writing

14. Ability to maintain a variety of records, and to prepare reports and answer questions from the records

15. Ability to handle complaints and provide information in a courteous diplomatic manner

16. Ability to use and operate office equipment such as computer, calculator, copy machine, fax machine, telephone system, two-way radio, etc.

17. Skill in dealing with people in a diplomatic manner

Minimum Qualifications

High school diploma or G. E. D. certificate plus 5 years of work experience assisting a department head or high level official in an environment with multiple demands, or an equivalent combination of education and experience. Bachelor’s degree in Accounting, psychology, sociology, business administration, public administration or closely related field may be substituted for experience. Experience in a government agency preferred

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job classification. All incumbents may not perform all of the job duties listed, and some incumbents may perform some duties which are not listed, and incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.