Administrative Assistant - Records

Bannock County•Pocatello, ID

1d•Onsite

About The Position

Performs varied administrative support and clerical duties for the Sheriff's Office, with a focus on the Records function. Work includes entering and maintaining police, financial, medical, and accounting records; collecting inmate housing fees; maintaining files and statistics; responding to information requests; and composing letters and reports, typing documents, and filing. The employee works under the supervision of the Management Assistant - Records - Evidence Specialist. The principal duties are performed in a general office environment.

Requirements

High school diploma or GED equivalency.
Knowledge of personal computer operation and job-related software applications.
Knowledge of record-keeping practices and procedures.
Knowledge of telephone etiquette and customer service techniques.
Basic bookkeeping and accounting skills.
Knowledge of current office practices and procedures.
Knowledge of English grammar, spelling, punctuation, and composition.
Ability to learn Sheriff's Office programs, policies, procedures, and processes sufficiently to convey related information to the public and County staff.
Ability to enter and retrieve data accurately and efficiently in a computerized police system.
Ability to file and maintain records accurately and efficiently and maintain confidentiality.
Ability to operate standard office equipment, including a personal computer and applications appropriate to assigned duties.
Ability to maintain effective working relationships with County employees, supervisors, state and local officials, and the public.
Ability to communicate effectively orally and in writing, follow detailed instructions, respond appropriately to public inquiries, and present a positive public image.
Ability to perform varied duties accurately and quickly under time-sensitive deadlines, handle multiple tasks and interruptions, and complete tasks promptly.
Ability to manage time and schedules, meet deadlines, and set priorities.
Ability to remain calm and professional under pressure or stressful or adversarial conditions.
Ability to use logical and creative thought processes to develop solutions according to written specifications or oral instructions.
Sufficient speech and hearing to discern verbal instructions and communicate effectively by telephone and in person, with or without reasonable accommodation.
Sufficient visual acuity to review, prepare, organize, and file documents, with or without reasonable accommodation.
Sufficient manual dexterity to operate a personal computer and standard office equipment, with or without reasonable accommodation.
Sufficient mobility, agility, strength, and physical reflexes to work at a keyboard for extended periods, lift up to 25 pounds, and work in an office environment, with or without reasonable accommodation.

Nice To Haves

Courses in office practice, computer, or general business classes.
One year of general office or clerical experience.

Responsibilities

Gather, receive, and review citations, warrants, reports, legal papers, and other documents.
Enter documents and complaints into the computerized system to create or update files and records.
File and maintain departmental records, including police reports, citations, warrants, detention bookings, and other documents.
Maintain records and prepare billings for inmate prescription, medication, and medical fees.
Answer incoming phone calls, greet the public, and provide assistance or referrals to other departments or staff.
Receive and process records requests by providing records to the public, law enforcement agencies, insurance agencies, and companies according to department policies and procedures.
Process Concealed Weapons Permit applications and perform related data entry.
Track, maintain, process, and enter data for county- and state-required sex offender registrations.
Fingerprint members of the public for purposes such as school or employment.
Receive and process walk-in criminal and traffic reports for the Sheriff's Office and route them appropriately.
File FBI information, fingerprint cards, and related legal documents received from courts and detention.
Scan files and documents according to departmental procedures.
Use software applications and maintain databases of information.
Inventory and monitor office supplies according to department procedures.
Perform work in accordance with County and Sheriff's Office policies, procedures, and safety practices.
Perform other related duties as required.