Administrative Assistant - Records
About The Position
This position will work up to 19 hours per week. The shifts will be Monday through Thursday in the afternoon. Purpose of Class Performs varied administrative support and clerical duties for the Sheriff's Office; performs related work as required. Primary Function An employee in this class performs a variety of clerical and administrative tasks in support of the Sheriff's Office Records function. Work includes entering data for police records, financial, medical and accounting records, collecting inmate housing fees, maintaining police records, files, statistics and related information, responding to office information requests and other clerical duties such as composing letters and reports, typing documents, filing, etc. The work is performed under the supervision of the Management Assistant - Records - Evidence Specialist. The principal duties of this class are performed in a general office environment. Essential Duties and Responsibilities (will vary by assignment) Gathers, receives and reviews various citations, warrants, reports, legal papers, and other documents; Performs data entry of all documents and complaints to create and /or update computer files and records; Files and maintains files of departmental records including police reports, citations, warrants, detention bookings, and other documents; Maintains records and prepares billings for inmate prescription, medication, and medical fees; Answers incoming phone calls, greets the public, assisting and providing referrals to other departments or staff as needed; Receives and processes records requests by providing copies of records to the public, other law enforcement agencies, insurance agencies and companies according to department policies and procedures; Processes and performs data entry for Concealed Weapons Permits applications Tracks, maintain, Processes and performs data entry for sex offender county and state required registration; Fingerprinting for general public for school, employment, etc. Receives and processes walk-in criminal and traffic reports for Sheriff's Office and routes them accordingly; Files various FBI information, fingerprint cards, and related legal documents received from courts and detention; Scans files and documents according to departmental procedures; Uses various software applications and/or maintains a database of information; Inventories and monitors office supplies according to department procedures; Performs all work duties and activities in accordance with County and Sheriff's Office policies, procedures and safety practices Other Duties and Responsibilities Performs other related duties as required.
Requirements
- High school diploma or GED equivalency is required, preferably supplemented by courses in office practice, computer or general business classes
- One (1) year general office or clerical experience is preferred
- Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work
- Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person
- Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials
- Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and standard office equipment
- Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, lift up to 25 pounds, and work in an office environment.
Responsibilities
- Gathers, receives and reviews various citations, warrants, reports, legal papers, and other documents
- Performs data entry of all documents and complaints to create and /or update computer files and records
- Files and maintains files of departmental records including police reports, citations, warrants, detention bookings, and other documents
- Maintains records and prepares billings for inmate prescription, medication, and medical fees
- Answers incoming phone calls, greets the public, assisting and providing referrals to other departments or staff as needed
- Receives and processes records requests by providing copies of records to the public, other law enforcement agencies, insurance agencies and companies according to department policies and procedures
- Processes and performs data entry for Concealed Weapons Permits applications
- Tracks, maintain, Processes and performs data entry for sex offender county and state required registration
- Fingerprinting for general public for school, employment, etc.
- Receives and processes walk-in criminal and traffic reports for Sheriff's Office and routes them accordingly
- Files various FBI information, fingerprint cards, and related legal documents received from courts and detention
- Scans files and documents according to departmental procedures
- Uses various software applications and/or maintains a database of information
- Inventories and monitors office supplies according to department procedures
- Performs all work duties and activities in accordance with County and Sheriff's Office policies, procedures and safety practices
- Performs other related duties as required.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
