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Executive Administrator

4 months ago

Conyers, United States Rockdale County, Georgia Full time
Job DescriptionJob Description

Job Summary: This position performs a wide variety of highly responsible and demanding administrative and support work for the Sheriff and Chief Deputy to ensure the efficiently run day-to-day operations of the office and to provide exceptional customer service to all internal and external customers of the Sheriff's Office. The position works under general supervision and independently develops work methods and systems.

Major Duties:

  • Serves as the Sheriff's Executive Administrative Assistant maintaining his calendar and appropriately handling correspondence to County departments, State, Federal, and County agencies, elected officials, and the general public.
  • Drafts and prepares letters and documents for the Sheriff and Chief Deputy.
  • Research, processes, and prioritizes information for the Sheriff to make informed decisions for his response to citizens.
  • Opens, sorts, responds to, and distributes incoming faxes, emails, and other correspondence.
  • Interacts extensively with elected officials, department heads, employees, other governmental agencies, and the general public, and serves as the Sheriff's liaison with various individuals as needed.
  • Informs the Sheriff of agency activities; coordinates with appropriate personnel to achieve the overall goals and objectives of the Sheriff's Office and ensure exceptional customer service.
  • Handles all travel arrangements for the Sheriff for out-of-town meetings, conferences, etc.
  • Plans, organizes, and schedules events, and effectively utilizes resources.
  • Records and distributes minutes of the Command Staff meeting.
  • Assist with the Sheriff's Office employee newsletter.
  • Accurately record minutes from meetings.
  • Maintains supply inventory for meetings, classes, and guests of the Sheriff.
  • Provides access keycards for all Sheriff's Office employees and maintains the keycard access system.
  • Maintain the Sheriff's Office key control logs and key distributions.
  • Other duties as assigned.

Knowledge Required by the Position:

  • Thorough knowledge of Sheriff's Office policies and procedures as well as applicable legal practices, policies, and procedures necessary to complete daily responsibilities.
  • Knowledge of efficient time management and organizational practices to include scheduling, prioritizing, and delegating responsibility as needed.
  • Knowledge of Georgia record maintenance and retention laws.
  • Ability to handle multiple interruptions and adjustments to priorities throughout the day.
  • Ability to establish and maintain effective working relationships with co-workers, law enforcement officers, and the general public.
  • Ability to deal with the general public in person or by phone, as well as employees of the various county offices in all types of contacts arising during daily work activities.
  • Ability to maintain strict confidentiality.
  • Strong customer service skills utilizing tact, courtesy, and diplomacy in dealing with elected officials, department heads, County employees, attorneys, and other professionals, various State and Federal agency representatives, and the general public.
  • Strong organizational skills with the ability to handle numerous unrelated projects simultaneously at various stages of completion; must be able to exercise judgment and prioritize projects appropriately to accommodate changing circumstances and meet critical deadlines.
  • Skill in using modern office equipment, technology, and necessary software applications.
  • Ability to establish and maintain effective working relationships with County officials and employees, various governmental agencies and representatives, and the general public.
  • Ability to use independent judgment and discretion, setting priorities, maintaining standards, and resolving problems appropriately.
  • Ability to communicate effectively on behalf of the Sheriff, verbally and in writing, and maintain a positive and professional image of the Sheriff's Office and the County.
  • Ability to use discretion in handling confidential information.

Supervisory Controls: The Sheriff and/or Chief Deputy is designed to assign work in terms of agency goals and objectives. Work is reviewed through observation, reports, and conversations about activities.

Guidelines: Guidelines include applicable laws, ordinances, rules, regulations, and standard operating procedures related to public safety communications and law enforcement standards. These guidelines require sound judgment and interpretation in application.

Personal Contacts: Contacts are typically with the public, co-workers, law enforcement officers, county employees, and employees from other governments and agencies.

Purpose of Contacts: Contacts are typically to give and exchange information, resolve problems, and provide services.

Physical Demands: Requires sedentary work involving standing or walking for brief periods, exerting up to 10 pounds of force regularly and considerable dexterity in operating office equipment.

Work Environment: The work is typically performed in an office.

Supervisory and Management Responsibility: None.

Minimum Qualifications:

  • High school diploma or equivalent.
  • Associate degree in a related field preferred.
  • Three years of related experience.
  • May be required to demonstrate data entry skills through the completion of a skills test during the pre-employment process.
  • Equivalent combination of education and experience.

Position Content: This position classification is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, mana