Administrative Assistant

Definition and Essential Functions

Under general supervision, the Administrative Assistant assists in the daily operations of the assigned work unit, ensuring compliance with documentation and reporting standards for the Sheriff’s Office and performs related duties as assigned.

• Assists in a variety of administrative functions involved in the daily operation of the assigned division and resolves administrative problems.
• Supervises support staff, oversees workflow, and ensures work is completed efficiently.
• Coordinates staffing, equipment, supplies, and other needs; provides leadership to the support staff.
• Ensures personnel are performing duties in accordance with law and office policies.
• Manages training, development, evaluation, and counseling of assigned personnel.
• Assists the supervisor when required, coordinating with other divisions to meet departmental goals.
• Enters incident and supplemental reports, transcribes tape‑recorded interviews, and follows up on work unit tasks.
• Answer incoming calls, receive messages, type letters and memoranda related to unit operations.
• Coordinates and analyzes crime data; drafts and submits periodic and statistical reports.
• Assists with pre‑employment background investigations and interacts with outside vendors.
• Orders supplies, equipment, and services; manages case files for the work unit.
• Greets the public via phone, in person, or in meetings; enters warrants in the Records Management System, T.C.I.C., and N.C.I.C.
• Tracks court dates for inmates to ensure proper appearance.
• Schedules visitor and business appointments; provides secretarial, clerical, and administrative support to the unit and other work units.
• Maintains manual and computer filing systems, develops forms for use in automated or manual filing systems.
• Enter traffic citations, files various reports, citations, expungements, etc., and provides assistance to the general public.

• Bachelor’s degree from an accredited college or university.
• Three (3) years of full‑time secretarial experience, OR five (5) years of full‑time secretarial experience.
• Type accurately at a net speed of 35 words per minute.
• Current valid driver’s license.

Works in a sedentary office environment. The Hamilton County Sheriff’s Office requires pre‑employment and random drug testing as part of a drug‑/alcohol‑free workplace policy.

Entry level

Full‑time

Administrative

Law Enforcement