Administrative Professional

Major Purpose of the Position- Under limited direction, this position performs administrative work for the Sheriff, Chief Deputy and Command Staff. Employee is responsible for such activities as maintaining the Sheriff and Chief Deputy's schedules; preparing correspondence for internal distribution as well as distribution to other public entities and citizens; completing daily, weekly, monthly and yearly reports, answering telephones and greeting visitors; maintaining files and ledgers; routing mail and other forms of communications to the appropriate personnel; maintaining computer databases and other duties as required. Employee makes job related decisions, independently, with regard to workflow and assignments of work within the Sheriff's Office Administrative Staff. Employee makes job related decisions as to the substance, manner and means of responses to inquiries from personnel of the Sheriff's Office, members of other agencies, and citizens.

Positions Supported- This position is responsible for duties and discretionary as well as nondiscretionary decisions which affect all four divisions within the Sheriff's Office; therefore, it supports Operations, Services, Detectives and Detention Center.

Public Contact - This position is responsible for greeting visitors answering and screening incoming telephone calls, providing information in response to inquiries or routing the calls to the proper person or division, searching files and computer databases to answer the inquiries and to assess and answer inquiries on behalf of the Sheriff, Chief Deputy and others. Records and Reports- Manages clerical and administrative functions of the Sheriff's Office, overseeing or performing a variety of tasks to relieve the Sheriff and Chief Deputy of day-to-day operational details and ensures adherence to established policies and procedures.

Composition - Types and/or composes correspondence, requisitions, statements, schedules and other materials as requested by the Sheriff, Chief Deputy, or members of the Command Staff.

Equipment Operation - Must have the knowledge and ability to operate efficiently: computers, calculator, telephones, and typewriter and fax machines. Utilizes computerized data entry equipment and various computer programs to enter, store, manipulate and/or retrieve information as requested by the Sheriff or Chief Deputy. Answers telephones and routes calls to the appropriate personnel. Maintains confidentiality of various material and information; maintains managerial files and transmits data electronically to other offices and agencies.

Files - Knowledge of filing system to maintain all Command Staff leave time and timesheets.

Mail prepares outgoing mail and distributes inter-office mail.

Supervision Exercised - This position as Administrative Coordinator is responsible for answering questions that may arise from Administrative Assistants assigned to each division Commander.

Other - Coordinates weekly staff meetings and quarterly supervisor meetings for Sheriff and Chief Deputy, ensuring availability of rooms, equipment, materials, and refreshments as requested. Schedules meetings and appointments for the Sheriff and Chief Deputy, prepares memoranda to notify participants; position is responsible for maintaining the Sheriff's calendars as well as the Chief Deputy's. Arranges travel and lodging accommodations for Sheriff and Chief Deputy when it is necessary for them to travel to meetings in and out of the state. This position is also responsible for keeping the Sheriff and Chief Deputy apprised of newsworthy situations that may occur within the four divisions in their absence. This position is also responsible for notifying the Sheriff and Chief Deputy and appropriate Command Staff of information received on possible domestic and foreign acts of terrorism. Also responsible for ensuring that the administrative suite has all the necessary office supplies.

Minimum Training and Experience Must have high school diploma and be able to pass typing test. Minimum of at least three (3) years' experience as an administrative office assistant, or an equivalent combination of education, training and experience. Must possess a valid North Carolina Driver's License with an acceptable driving record. Requires a drug screening test and receipt of negative results for the use of drugs specified in the County policy. Knowledge of computer-based programs such as Microsoft Word, Microsoft Excel and others are necessary for this position.

Has considerable knowledge of the methods and policies and procedures of the Sheriff's Office. Has considerable knowledge of principles and practices and must be able to interpret policies and procedures in preparing disciplinary letters during administrative investigations, Has considerable knowledge of the organizational structure of the Sheriff's Office and how it relates to other County departments and outside agencies, Has considerable knowledge of terminology and related professional languages used within the Sheriff's Office as it pertains to work responsibilities, knows how to maintain cooperative and effective relationships with intra and interdepartmental personnel, as well as any external entities with whom the position interacts.