Administrative Assistant - Adult Detention

City of Danville•Va 24541, VA

4d•Onsite

About The Position

The Administrative Assistant provides administrative, secretarial, payroll, human resources, records, and technical support for the Adult Detention department and its management. The position serves as a department liaison, supports the Chief of Police, supervises some or all office support staff, and performs advanced administrative and technical work. Duties include handling confidential personnel records, complex payroll processes, accident and liability files, employee and management inquiries, IT support, training and events, and assistance with annual budgets involving multiple accounts, grants, or revenue components. The position also provides backup to the Senior Secretary and other management positions as needed. The listed functions are not exhaustive; the City may add or change duties. The role provides secretarial support through correspondence, records, filing, phone calls, payroll records, time-sheet review, leave and overtime calculations, personnel action forms, travel reimbursements, receipt verification, and accepting payments for special police protection. It supports the Chief of Police by managing appointments, serving as a first point of contact, screening and directing calls and visitors, researching and correlating information, and communicating departmental issues. The position supervises administrative staff, maintains inmate files and financial records, ensures paperwork meets state regulations, responds to administrative requests concerning inmate records, and prepares monthly reports. It supports the Jail Management System by training staff, developing user materials, assisting ADC officers, monitoring system performance, attending continuing-education training and meetings, and completing monthly jurisdictional billing. Additional duties include verifying inmate counts and time computations, preparing rosters, calculating release dates, checking release information in the system, and preparing statistical reports and special projects. The job is performed in an office environment. It involves sedentary physical effort, frequent computer and telephone use, regular attendance, and work that may involve time pressure, multiple simultaneous tasks, tedious or exacting work, occasional emergencies, and an irregular work schedule.

Requirements

Associate degree or equivalent from a college, vocational, business, or technical school; an equivalent combination of education and experience may be considered.
Two to four years of related experience; an equivalent combination of education and experience may be considered in lieu of the specific requirements.
Valid driver’s license and an acceptable driving record according to City criteria.
Active commission as a Notary.
VCIN Certification.
Intermediate job knowledge sufficient to perform most work in normal situations and understand significant aspects of the subject.
Advanced reading ability, including literature, technical journals, financial reports, and legal documents.
Intermediate writing ability to prepare reports, business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar.
Intermediate math ability, including practical application of fractions, percentages, ratios, proportions, and measurement.
Ability to interpret policies, exercise tact in stressful or negative interactions, respond to aggressive interpersonal interactions, and use persuasion to gain cooperation when necessary.
Ability to perform work under established procedures and policies while selecting the appropriate procedure for the task.
Ability to use standard technical skills appropriate to the organization’s work environment.
Ability to research documents, compile and enter data, and monitor budget or fiscal expenditures.
Ability to handle time pressure, multiple simultaneous tasks, close teamwork, tedious or exacting work, and occasional emergencies or irregular schedules.
Regular and predictable attendance.

Responsibilities

Serve as the department liaison for administrative functions and provide administrative support to management and departments.
Supervise office support staff; oversee work quality, training, instruction, and scheduling; assign or assist with tasks and clarify procedures and policies.
Prepare and maintain confidential personnel records, accident and liability files, and departmental payroll records.
Manage complex payroll processes; review time sheets, verify leave amounts, calculate overtime, and type personnel action forms.
Assist employees and management with human resources and payroll inquiries; provide IT support; facilitate training and events.
Assist with preparation of annual budgets involving multiple accounts, grants, or revenue components, and monitor applicable fiscal expenditures.
Provide backup to the Senior Secretary and other management positions as needed.
Perform secretarial tasks, including typing correspondence, printing and copying records, faxing, filing, and directing telephone calls.
Approve travel, calculate reimbursements, verify receipts, and accept payments for special police protection.
Support the Chief of Police by serving as a first point of contact, scheduling appointments, screening calls and visitors, directing customers, researching information, and communicating issues.
Proof selected letters and other documents.
Complete and maintain inmate record files and required state-regulation paperwork; record inmate monies received and dispersed; and respond to inmate administrative requests regarding records.
Prepare monthly reports and maintain records for secure detention and grant and revenue programs.
Train staff on the Jail Management System, develop user manuals and training materials, support ADC officers, oversee daily system performance, and attend required training and meetings.
Complete monthly jurisdictional billing for participating and non-participating localities.
Prepare daily rosters, verify inmate counts and time computations, calculate release dates, and ensure release information is correct in the Jail Management System.
Prepare statistical reports and special projects as requested and perform additional assigned duties supporting operations.
Use and maintain City equipment, tools, and other resources appropriately.