Administrative Assistant

GENERAL DESCRIPTION OF POSITION Performs work of moderate to complex difficulty involving

typing, filing, data entry, answering telephones and other general clerical duties; provides information

to departmental staff and the general public; operates various office equipment.

Provide administrative support to supervisors, employees and visitors

Answer main phone line

Take care of walk-ins

Order office supplies (Designated Purchaser)

Pick up paperwork from jail every morning

Search and change out female inmates when nurse or female officer not available

Log paperwork for delivery to DA’s Office

Affidavits

Etc.

Log bonds and prepare other paperwork for delivery to the Court Clerk

Bonds

Inmate attorney applications

Returns on transports

Deposits

Prepare and reconcile the Sheriff’s General Account and prepare monthly reports (once a

month)

Prepare deposits of all other checks received throughout the week.

Prepare deposits for the County Clerk after receiving miscellaneous receipts from treasurer.

Schedule, prepare and administer Sheriff Sales

Prepare paperwork, fax notice of sale to attorneys and deliver notice of sale to newspaper

Prepare payroll claims for deputies appraisal fees and deliver to county clerk

Prepare notice of sale for the public and prepare folders for the special executions for deputies

to sign

Hold the sale, complete all paperwork and return to the court clerk, enter sale information into

computer

Transports

Prepare an orange transport sheet for the officer

Email Transport Supervisor to advise of the scheduled transport

Add transport to transport calendar

File transport returns with original order and deliver to court clerk

Prepare monthly reports for Juvenile and Mental transports for reimbursement

Collect payment or have customer fill out appropriate form for reimbursement

Preparing vouchers from DHS, send off for reimbursement and organize payment information

Prepare and organize paperwork for fingerprinting of school employees

Prepare monthly invoices for the different school we bill and keep track of payments

Prepare and calculate payroll for Officers who work the overtime fingerprinting

SDA Applications

Prepare and organize applications

Collect payment for fingerprints and application fee

Make sure application is complete and that the applicant has signed and filled out all section of

the application

File record checks with correct application and send to the OSBI after all record checks are

received for the other offices.

Dept. Of Corrections Duties

Prepare statements of Prisoners Time Served

Enter Judgement and Sentencing Reports

Coordinate Prisoner Transports to D.O.C. and supporting documentation

Prepare and submit D.O.C. billings for Sentenced prisoners held prior to transport

Coordinate Prisoner Transports with Jail Administration Dept. of Corrections reception & intake

Purchasing

Coordinate purchasing with both Detention Center and Sheriff’s Office

Verify deliveries of goods with Purchase Orders

Process Receiving Reports

Coordinate Purchase Orders, Receiving Report with County Clerk for payment of purchases

Attend required training regarding Purchasing Procedures

Comply with State Auditor and Inspectors Office regulations and guidelines

Assist with and maintain inventories

Assist with audits

Submit required monthly reports to the County commission for Sheriff’s Office and Prisoner

populations and related costs

Maintain positive attitudes and relationships with all co-workers

Crosstrain in all areas of administrative tasks

Foster positive working relationships with other offices of county government

Aid and assist with Sheriff’s Office Reserve Projects and Community Relations Activities

Perform any other duties as required or assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform…