Administrative Assistant - Secondary Employment

Pinellas County Sheriff's Office•Pinellas County, FL

4d•Onsite

About The Position

Pinellas County Sheriff's Office is seeking an Administrative Assistant to join our Secondary Employment team. This position plays a vital role in supporting the agency’s Secondary Employment Program, which coordinates off-duty law enforcement services for businesses, community organizations, schools, special events, and construction projects throughout Pinellas County. In this role, you will help facilitate the scheduling and administration of these assignments by providing administrative support to unit staff, answering incoming calls, assisting agency members and vendors, coordinating appointments and meetings, maintaining records, and supporting timekeeping and payroll-related processes. The ideal candidate is highly organized and able to manage multiple priorities and deadlines in a fast-paced environment. They possess strong time management skills, are proficient in Microsoft Office applications, and demonstrate accurate and efficient typing and data entry abilities. Strong attention to detail, professionalism, and excellent communication skills are essential for success in this role. The successful candidate enjoys working with both internal and external customers, takes pride in providing exceptional service, and understands the importance of accuracy when coordinating assignments that directly support public safety and community partnerships. This position is scheduled Monday-Friday, 7:00a.m.-3:30p.m. Under the general direction of a supervisor, members in this position perform administrative office duties of a routine to moderately complex nature. This position requires accurate typing, entering and maintaining information into databases, updating files, processing forms, researching information, managing records, scheduling appointments, providing information to callers and/or walk-in citizens, and maintaining knowledge of the agency’s policies and procedures. Work is reviewed through observation and results obtained.

Requirements

High School graduation or equivalent diploma from an institution accredited by an accrediting body recognized by the U.S. Department of Education (DOE) or licensed as a degree granting institution by the Commission for Independent Education
One (1) year experience in a clerical office environment preferred
Must possess a valid Florida driver’s license
Knowledge of business English, spelling, and arithmetic
Knowledge of general office practices and procedures
Ability to operate standard office equipment such as computer terminal, copy machine, and calculators
Time management skills and interpersonal skills
Verbal and written communication skills
Accurate typing skills
Ability to perform all functions of the job classification without posing a direct threat to the health or safety of other individuals in the workplace

Responsibilities

Provides comprehensive administrative support including responding to public inquiries, screening calls, acting as a liaison between citizens, staff, and supervisors
Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals
Reviews and verifies source materials to determine accuracy and completeness of information; follows up to correct or complete data of any and all database entries
Inputs information into databases; maintains records in databases
Performs criminal history search inquiries utilizing databases determined by area of assignment
Manages paper or maintains electronic filing/scanning systems and recording of information determined by area of assignment
Composes, types, and distributes meeting notes, routine correspondence, or reports, such as presentations or expense or monthly reports determined by area of assignment
Greets visitors or employees and addresses their inquiries or directs them to the appropriate individuals according to their needs determined by area of assignment
Schedules or confirms appointments or meetings; maintains scheduling and/or event calendars determined by area of assignment
Operates office equipment, fax machines, scanners, copiers, and may arrange for repairs when equipment malfunctions
Conducts minor research, collecting information on non-technical, operational, or administrative issues and type summary of research findings determined by area of assignment
Enters, updates, processes, and maintains records, files, applications, and/or forms
Monitors various supply inventories and enter requisitions determined by area of assignment
Sorts and distributes inter-office mail determined by area of assignment
Processes timekeeping, attendance, overtime, and time-off requests for department submission to payroll determined by area of assignment
Makes travel arrangements determined by area of assignment
Notarizes documents determined by area of assignment
Regular and reliable attendance is required as an essential function of the position
This position may be considered essential and, in the event of an emergency or natural disaster, may be required to report to work
Participates in Sheriff’s Office recruitment and community relations activities as directed