Sheriffs Office Executive Assistant

Clearwater County Class Specification Sheriffs Office Executive Assistant Class Summary/Primary Function

The principal function of an employee in this class is to perform clerical and administrative duties in support of the Sheriff’s Office.

Responsibilities include reviewing and processing bills and claims, maintaining the department’s timesheet function, issuing and maintaining files for records requests, processing new hires, maintaining POST records and performing civil processing. The position may also fill in for the Drivers License position as needed. The work is performed under supervision of the County Sheriff, but some leeway is granted for the exercise of independent judgment and initiative.

The principal duties of this class are performed in a general office environment.

• Provides administrative support for the Sheriff including billing, timesheet processing, FBI checks, maintaining POST records, processing records requests, civil processing, preparing correspondence, establishing and maintaining computerized and hard copy files.
• Assists the Civil, Dispatch, Jail and Drivers License divisions as needed.
• Prepares and maintains a variety of files, data, logs, registers, and other documentation.
• Assists with updating and maintaining the Sheriffs Office App or other official social media.
• Processes and maintains timesheet and payroll records for Sheriff's Office employees, ensuring accuracy.
• Secures passwords and sets up computer profiles with County IT.
• Assists Sheriff and Chief Deputy with budget preparation and monitoring, accounts payable and receivable; prepares appropriate reports as assigned.
• Performs bookkeeping duties to receive and disperse funds and to maintain account records.
• Assists with monitoring, tracking and issuing law enforcement equipment, including uniforms, weapons, recorders, etc.
• Assists with coordinating and tracking maintenance of equipment and vehicles.
• Processes paperwork for newly hired employees.
• Maintains strict confidentiality.
• Performs general secretarial duties such as answering phones, filing, taking messages, directing calls, answering questions, scheduling appointments, and opening, logging, and distributing incoming documents.
• Responds to citizens' questions and comments in a courteous and timely manner.
• Provides assistance, information, and answers inquiries from the public, responding to comments and questions in a courteous and timely manner.
• Performs all work duties and activities in accordance with County and Department policies, procedures, and safety practices.

• Assists with civil processes, writs of execution, possession, restitution, ejection, small claims, garnishments, summons, subpoenas, warrants of distraint.
• Enter all processes and service information into computer program; print returns of service; file original returns with original process; send originals to court, attorney, Sheriff's Deputies, and/or plaintiff.
• Coordinate Sheriff's personal and real property sales; publish legal notices; maintain inventory; secure safety and condition of property to be sold; collect bids and sales tax; record bills of sales.
• Maintain accounts receivable records; set up and maintain garnishment fund receipts until balance is paid; balance and reconcile civil accounts.

• Law Enforcement office processes, procedures and practices, including the functions of dispatch and drivers license.
• Basic bookkeeping and billing principles and practices.
• Modern office procedures.
• Customer service principles, procedures, and objectives.
• Principles and procedures of financial record keeping and reporting.
• Operation of a personal computer and job-related software.
• Telephone call-handling techniques.
• Operation of NCIC/ILETS computer systems.
• English grammar and punctuation.

• Perform multiple functions in administrative, accounting and bookkeeping work, as well as drivers license work.
• Perform a variety of clerical and administrative support duties.
• Provide relevant and accurate answers to questions from members of the public and County staff.
• Establish and maintain accurate records and files, both computerized and hard copy.
• Understand and follow oral and/or written policies, procedures and instructions.
• Follow Department guidelines and procedures relating to response to emergency situations.