Administrative Assistant - Records

Bannock County•Pocatello, ID

About The Position

The Administrative Assistant performs varied administrative support and clerical duties for the Sheriff’s Office, primarily supporting its Records function. The position handles police, financial, medical, and accounting records; collects inmate housing fees; maintains records, files, statistics, and related information; responds to information requests; and performs tasks such as composing letters and reports, typing, and filing. Work is performed under the supervision of the Management Assistant - Records - Evidence Specialist in a general office environment. The position works up to 19 hours per week, Monday through Thursday.

Requirements

High school diploma or GED equivalency.
Ability to learn Sheriff’s Office programs, policies, procedures, and processes well enough to convey 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 the confidentiality of information.
Ability to operate a personal computer, relevant applications, and standard office equipment.
Ability to maintain effective working relationships with County employees, supervisors, elected and appointed officials, and the public.
Effective oral and written communication skills.
Ability to follow detailed written and verbal instructions and respond appropriately to public inquiries.
Ability to perform varied duties accurately and quickly under time-sensitive deadlines, handle interruptions, and complete multiple tasks.
Ability to manage time and schedules, meet deadlines, and prioritize projects.
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, hearing, vision, manual dexterity, mobility, agility, strength, and reflexes to perform the described work, with or without reasonable accommodation; includes working at a keyboard for an extended period and lifting up to 25 pounds.

Nice To Haves

Courses in office practice, computers, or general business.
One year of general office or clerical experience.
Equivalent combinations of experience and training that provide the knowledge and abilities necessary to perform the work.

Responsibilities

Gather, receive, and review citations, warrants, reports, legal papers, and other documents.
Enter documents and complaints to create or update computer 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 calls, greet the public, and provide assistance or referrals to other departments or staff.
Receive and process records requests, providing records to the public, law enforcement agencies, and insurance agencies or companies according to department policies and procedures.
Process Concealed Weapons Permit applications and perform related data entry.
Track, maintain, and process county- and state-required sex offender registrations and perform related data entry.
Fingerprint members of the public for purposes such as school and 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.