Purpose of Position

JOB SUMMARY

The job duties of the Administrative Assistant III include but are not limited to provide administrative support functions with some clerical duties under the supervision of the Office Manager – Sheriff; and to provide responsive, courteous and efficient service to County residents and the general public. 

Essential Duties and Responsibilities

DUTIES AND RESPONSIBILITIES

The duties described below are indicative of what the Administrative Assistant III might be asked to perform. This job description is to incorporate any county ordinances created for the position of Administrative Assistant III. This is not an exhaustive list of job responsibilities and therefore other duties may be assigned:

Administrative Functions:

·Establish and maintain an effective working relationship with the staff and members of the public under stressful and potentially dangerous circumstances.

·Transcribe reports from a dictation module into the records management system for the entire Sheriff’s Office making sure any priority reports are typed with urgency. Download and attach interviews to cases from dictation module

·Review, validate and transmit traffic, non-traffic and DNR citations within the TRACs software daily.  Print all citations and file them by court date for Tuesday traffic court. Print DNR citations and manually enter into RMS. Forward all criminal citations to Administrative Assistant III – Civil Process to be included with reports that need to be sent to the DA’s Office. Work with deputies to correct errors, void incorrect citations and reissue, notify defendants of any changes and monitor to be sure this is done in a timely fashion to not miss court dates.

·Represent the Sheriff’s Office during Tuesday traffic court. Work with the defendants to meet with the DA’s Office. Escort defendant to the Clerk of Courts Office. Handle the entire process up to and including the submission of any pretrial paperwork to include citations, reports, pictures etc. to the District Attorney’s Office.

·Receives, logs, verifies warrant paperwork for accuracy, run and print driver’s licenses, creates warrant in records management system (RMS), sends entry through RMS to Dispatch for entry into the TIME system and creates warrant jackets. Advanced Time System Certification maintained for this process.

·Monitor inventory and assemble packets for Field Services, such as domestic abuse and emergency detention packets.

·Manage the warrant process for individuals that are held in other jails to include cancelling detainers, modifying detainer dates and locations, sending administrative messages to other jails and working closely with jail staff to keep accurate record of individuals whereabouts and expiration dates

·Verify all quashed warrants have the proper paper work in the jacket file, be sure the jackets are filled out correctly and scan to the Quashed warrant folder to attach to the warrant and cancel in our Records Management System.

·Handle all aspects of open record requests for inquiring agencies/public; all aspects of body camera record requests and foster parent background checks.

• Handle all aspects of body camera record requests. 

·Perform general clerical duties such as answering phone calls, filing, indexing, making photocopies, scanning documents into RMS, faxing/emailing correspondence, distributing mail/packages, UPS mail preparation, partitioning closed RMS cases etc.

·Main backup for all duties of the Administrative Assistant III – Civil Process

Community Relations Functions:

·Perform receptionist duties; meet and deal with the public.

·Assist visitors at front window as needed.

Customers:

• All County employees, elected officials, manages, and outside Law Enforcement, Fire, and EMS Agencies, including those in the Sheriff’s Office.
• Anyone of the general public, including vendors

Team Members:

·Members of the Sheriff’s Office (Telecom/Investigations/Patrol/Jail/Clerical)

·

Minimum Qualifications

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment. 

EDUCATION AND/OR EXPERIENCE:

• Associate Degree in Business, Criminal Justice, Public Administration, or closely related field, and a minimum of two (2) years recent related administrative or customer service work experience in a law enforcement, public safety, or government agency setting required. 

OR

• High school diploma or equivalent and six (6) years related administrative or customer service work experience in a law enforcement, public safety, or government agency setting required. 
• A valid driver’s license required.