Administrative Support Specialist

Job Summary

Applications are sought on behalf of the Sheriff's Office in Yuma County. Yuma County Human Resources does not review any applications submitted for this position. All applications are forwarded to Sheriff's Office in Yuma County.

Under general supervision, performs administrative and office support work of moderate difficulty for a specialized unit/program within the Sheriff's Office; this position has department specific responsibilities. Performs administrative/office support duties; receives, sorts, indexes, files and retrieves forms, correspondence and documents; reviews and verifies documents for validity and accuracy of information; enters data information into various computerized systems; takes abbreviated notes of meetings and transcribes minutes/interviews;

responds, formats, composes, proofreads, edits and types agendas, memorandums, letters, forms and correspondence; operates a variety of office machines/equipment; coordinates unit/program activities with other departmental sections/divisions or with other law enforcement agencies; maintains, coordinates, schedules, and organizes unit/program calendars, meetings, appointments, training, and testing; coordinates facilities, audio-visual equipment, materials, supplies and ensures facilities are presentable for meetings/events; may review and process employee registrations for training classes;

coordinates travel arrangements to include per diem, transportation, lodging, and flight arrangements; provides employee notifications of all travel arrangements; participates in the development and implementation of procedures, protocols, and processes to increase efficiency or streamline operations within the unit/program; may assist in unit/program needs assessment, analysis of participants’ feedback, and evaluation of unit/program effectiveness; collects, compiles, prepares, updates and assembles manuals and/or reference materials;

researches and responds to information requests; compiles statistical data for administrative analysis and/or for grant compliance; prepares specialized reports or summaries of data from complex records; maintains computerized databases, office records and files; assists with records retention and destruction; processes and conducts motor vehicle and criminal history checks for security clearance by utilizing the National Crime Information Center (NCIC) and Arizona Criminal Justice Information System (ACJIS);

and provides facilities security access; may process identification cards to employees and various personnel representing Sheriff Office programs and/or units; coordinates maintenance and ITS requests; orders materials and supplies, and maintains inventory; responds to public and staff inquires and resolves issues within scope of authority; assists with departmental activities/events, special assignments and/or projects; regular and reliable attendance; performs other duties as assigned.

High School Diploma or GED equivalent; plus coursework in administrative/office procedures, AND three (3) years of administrative/office work experience; OR an equivalent combination of education and experience; must be level "A" ACJIS Network Terminal Operator Certified or obtain certification within six (6) months of hire; preferred typing/keying skills of at least 55 WPM.

Some positions may require specialized certification or licensure relative to assignment at time of appointment or prior to completion of an initial or promotional probation period.

Requires successful completion of a background check.

Work is performed in general office environment;
May work non-standard hours during an emergency;
Occasional lifting, carrying, pushing, and/or pulling;
Some stooping, kneeling, bending, crouching, and/or crawling;
Visual and muscular dexterity to operate computer and office equipment and telephone.

Knowledge of:
County policies and procedures;
Sheriff’s Office policies and procedures; terminology and procedures specific to specialized unit/program;…