Administrative Assistant - Sheriff's Office

King William County•King William, VA

3d•Onsite

About The Position

Under general supervision, this position performs routine to moderately complex administrative and clerical work in support of the Sheriff's Office. Work involves managing daily operations, handling criminal/civil documents, updating personnel files, and performing assigned tasks by the Sheriff. This position reports directly to the Sheriff of King William County.

Requirements

Must be able to communicate orally and in writing effectively.
Maintain records, organize, use telephone, listen, comprehend, and follow directions.
Ability to learn new concepts, policies, and procedures of the Sheriff’s Department.
Establish and maintain working relationships with County officials, employees, and the general public.
Requires a high school diploma or GED equivalent supplemented by one to two years of responsible administrative or clerical experience; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities needed to successfully perform the job.
An acceptable comprehensive background investigation to include a local, state, and sex offender criminal history check, must possess a valid driver’s license with an acceptable driving record, and submit to a pre-employment drug screen.

Responsibilities

Builds and maintains positive relationships with the community.
Provides excellent customer service.
Handles inquiries, non-emergency calls, and visitors to the office.
Research databases for civil/criminal documents.
Creates case files and maintains filing systems.
Create CAD calls for citizens needing LE assistance, collects identifying information, and provides necessary paperwork.
Maintains personnel files for training, general information, and incidents.
Updates vacation, sick, and overtime leave in collaboration with the County Finance Department.
Responds to employee questions concerning accumulated leave.
Prepares invoices for approval by the Command Staff.
Calculates invoice totals, charges to correct department/budget lines, and investigates discrepancies.
Assists the Sheriff with annual budget.
Maintains the Sheriff’s schedule and command staff calendar.
Submits yearly documentation to the state for financial audits and questionnaires.
Collects and/or records statistical data.
Maintains expenses and certifications for K9s.
Maintains all general files for alarms, released property, and traffic summons.
Prepares State and County reports.
Orders and maintains office supplies.
Advises County Administration Office of office insurance claims; follows up with repair estimates, reimbursement costs, and etc. until settled.
Advises County Administration of Worker Compensation claims; follows up any correspondence, invoices, and etc. until claim is settled.
Receives and/or reviews various records and reports such as invoices, personnel weeklies, vehicle maintenance reports, checks, money orders, cash, criminal warrants, civil documents, and insurance requests.
Prepares and/or processes various records and reports such as accumulated time, jury lists, vehicle reports, accounts payable, traffic/summons report, grant activity, and civil activity report.
Refers to Department policy manual, COIN manual, DAPRO manual, County policy manual, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc.
Uses a variety of supplies such as office supplies, equipment supplies, etc.; and a variety of computer software such as Microsoft Word, DAPRO, Microsoft Excel, VCU Traffic, etc.
Performs other duties as assigned.