Administrative Assistant - Records

Bannock County•Pocatello, ID

1d•Onsite

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.

Requirements

High school diploma or GED equivalency is required, preferably supplemented by courses in office practice, computer or general business classes
Knowledge of: Operation of a personal computer and various job-related software applications
Record keeping practices and procedures
Telephone etiquette and customer service techniques
Basic bookkeeping and accounting skills
Current office practices and procedures
English grammar, spelling, punctuation, and composition.
Ability to: Learn Sheriff's Office programs, policies, procedures and processes sufficiently enough to convey related information to the public and other County staff
Enter and retrieve data accurately and efficiently into a computerized police system
File and maintain records efficiently and accurately
Maintain confidentiality of information processed or prepared
Operate a variety of standard office equipment, including a personal computer and applications appropriate to assigned duties
Maintain effective working relationships with other County employees, supervisory personnel, state and local elected and appointed officials and the public
Communicate effectively both orally and in writing
Follow detailed written and verbal instructions
Respond appropriately to public inquiries and present a positive public image
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner
Perform time management and scheduling functions, meet deadlines, and set project priorities
Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions
Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
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.

Nice To Haves

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.

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.