Administrative Assistant

DEFINITION

Under general supervision, assists in the daily operation of the assigned work unit; works to meet documentation and reporting standards for the Sheriff’s Office; and performs related duties as assigned.

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is illustrative only, and is not a comprehensive listing of all functions and tasks performed by incumbents of this classification.

• Assists in a variety of administrative functions involved in the daily operation of the assigned division; assists in resolving administrative problems; supervises the support staff; oversees and maintains the workflow of the support staff; and has the ability to multi-task.
• Identifies and recommends staffing, equipment, supplies, materials, and other needs; provides leadership to the support staff; assures duties of employee assigned are as prescribed by law and the policies and procedures of the Sheriff's Office; supervises assigned personnel and assists in the day-to-day operation of the division; manages the training, development, evaluation and counseling of assigned personnel; assists the supervisor when required or requested;
  
  coordinates and assists other divisions in accomplishing the goals of the department.
• Enters incident and supplemental reports into the computer and lists the detective to whom it is assigned; transcribes tape recorded interviews and follow-ups for the work unit; answers incoming calls for services; ensures that employees receive their messages; types of letters and memoranda related to the daily operations of the unit; coordinates and analyzes crime data; drafts and submits reports (periodic and/or statistical) to document activities.
• Assists in pre-employment background investigations; interacts with outside vendors and orders supplies, equipment, and/or services; manages case files for the work unit; greets the public via telephone, in person, or in meetings; enters warrants on the Records Management System, T.C.I.C. and/or N.C.I.C.; orders supplies as needed; makes files for out-of-state fugitives; tracks court dates for inmates to ensure their appearance in court at the correct date and time;
  
  meets the public and helps them; answers the main telephone line of the Sheriff’s office.
• Transcribes from dictation; researches information; composes and types routine documents (e.g. memoranda, letters, reports, etc.); responds to requests for information; schedules visitor and business appointments; meets with the division supervision to receive assignments; greets visitors to ascertain the nature of business; directs visitors to appropriate authority; establishes and maintains manual and computer filing systems; develops and implements forms for use on automated or manual filing systems.
• Enters traffic citations; files various reports, citations, expungements, etc.; provides assistance to the general public; assists co-workers with various assignments; provides secretarial, clerical, administrative support to the work unit services; provides secretarial services to other work units as requested; ensures the work unit is well organized and run efficiently to take stress off the supervisor; enters warrants on N.C.I.C, T.C.I.C. and automated systems.

Must have a Bachelor degree or higher from an accredited college or university and three (3) years of full time secretarial experience or five (5) years of full-time secretarial experience and types accurately at the rate of 35 words per minute net speed.

This classification involves sedentary work in a standard office environment with little exposure to harmful activities. The Hamilton County Sheriff’s Office promotes a drug/alcohol-free work environment through the use of pre-employment and random drug testing.