Administrative Assistant - Emergency Management

Douglas County, CO • Castle Rock, CO

21h • Onsite

About The Position

Ensures office efficiency by managing a wide variety of high-level administrative duties and operational support to specific divisions within the Sheriff’s Office to include Patrol, Detentions, Investigations, Highlands Ranch Special Operations, Emergency Management, Support Services, Sheriff’s Administration, or Training. This role serves as a key liaison, maintaining professional standards while interacting with the general public, elected officials, and law enforcement executives. The position works under the general supervision of a Division Chief, but is expected to function with a high level of initiative, judgment, and flexibility. Specific duties for Emergency Management include gathering and submitting Fire Reimbursement, managing aviation billing, vouchering, and contract management for helicopter services, software, etc., processing travel vouchers for trainings and disaster deployments, serving as the Emergency Operations Center (EOC) administrator when activated, and assisting the Wildfire Mitigation Coordinator with grant tracking/reconciliation and reporting. Other administrative duties include managing executive calendars, taking minutes for high-level meetings, drafting correspondence and reports, coordinating meetings, serving as a point of contact for law enforcement agencies and political representatives, managing public contact, maintaining filing systems in compliance with law enforcement standards, facilitating information flow, orchestrating travel and training arrangements, assisting with budget planning and monitoring expenditures, and managing the procurement lifecycle. The role requires the ability to handle the fast-paced and ever-changing nature of an active Sheriff’s Office.

Requirements

• High school diploma or GED equivalent supplemented by administrative or clerical coursework and four years of responsible administrative experience OR any equivalent combination.
• Perform typing functions within required 45 words per minute.
• Attention to detail, ability to multitask.
• Ability to pass qualifying exams and law enforcement background investigation.
• Ability to work in extremely sensitive areas and maintain utmost trust.
• Possession of a valid Colorado Drivers License.

Nice To Haves

• At least one year of government experience is preferred.

Responsibilities

• Gather, reconcile and submit Fire Reimbursement for OEM staff to State/Federal
• Close partnership with Budget & Logistics related to aviation billing, vouchering, contract management for helicopter, services, software, etc.
• Process Travel Vouchers for trainings, disaster deployments
• Serve as Emergency Operations Center (EOC) administrator when activated – assists personnel, volunteers, outside agencies, with accessing systems, ensuring all members have the necessary resources to assist during activation, etc.
• Assist Wildfire Mitigation Coordinator with grant tracking/reconciliation and Budget & Logistics with reporting.
• Proactively manage executive calendars and records detailed minutes for high level administrative and strategic meetings.
• Independently draft professional correspondence, memorandums, and reports for executive leadership with minimal supervision.
• Coordinate all aspects of internal and external meetings, including room reservations, technology setup, and the preparation of confidential briefing materials.
• Serve as a primary point of contact for heads of law enforcement agencies and political representatives, requiring high-level professionalism and discretion.
• Manage extensive public contact, navigating complex inquiries and providing information in accordance with agency policy.
• Maintain precise filing systems and documentation in compliance with law enforcement records retention and/or CJIS security standards.
• Facilitate the seamless flow of information between the executive suite, departmental divisions, and external government bodies.
• Orchestrate travel and training arrangements for executive leadership.
• Assist in the planning, coordination, and implementation of the division budget; monitor monthly expenditures to ensure strict fiscal compliance.
• Manage the full procurement lifecycle, including initiating quote requests for equipment/services, processing purchase orders, and monitoring projects from inception to completion.
• Handle the fast-paced and ever-changing nature of an active Sheriff’s Office.
• Perform other duties and jobs as required and assigned.
• Be available to perform additional duties and hours beyond what is normally required in the event of an emergency/disaster.

Benefits

• Overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County (in case of emergency work exceeding 40 hours for exempt employees).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED