The Administrative Assistant is responsible for all front office work, meeting and greeting the public and all clerical duties. This position is generally the first person the public meets upon entering the Sheriff's Office.
The Administrative Assistant is directly supervised by the Office Manager.
The duties described herein are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- Processes civil papers, follow-up with law firms, submits affidavits of service or non-service; submits invoices for payment, submits check requests for refund.
- Performs vehicle identification number (VIN) inspections.
- Takes public fingerprints.
- Processes all out-going and in-coming departmental mail on a daily basis.
- Routinely works on special clerical and research projects.
- Answers main administrative phone line and directs calls as needed.
- Collects preliminary information from the public when reporting an incident.
- Processes concealed handgun permit applications.
- Processes weekly deposits from fees and fines.
- Processes all records related to fines collected.
- Enters citations into records management system.
- Communicates directly with the District Attorney's Office, Courts and the Colorado Department of Revenue.
- Performs other related duties as assigned.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying.
Education, Experience and Licenses:
Education: This position requires a high school diploma, or equivalent, supplemented by additional secretarial, office administration, and accounting course work. A college degree is desirable, but not required.
Experience: A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities.
Licenses and Certifications: Possession of, or ability to obtain, a valid Colorado Driver's License.
Reasoning: Ability to apply common sense understanding to carry out assigned duties, ability to reason with a diversity of cultures and individuals and difficult conditions and often strong and vocal viewpoints.
Logic: Ability to perform basic skills, including organizational and process management, ability to use mathematical skills in traffic accident investigations as well as other reports which require calculations.
Language/Communication: Ability to communicate clearly and concisely orally and in writing, ability to establish effective working relationships with employees, other agencies and the general public, ability to communicate with others under stressful conditions.
KNOWLEDGE, SKILLS AND ABILITIES:
- Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
- Operation of standard office equipment including telephones, fax machines, copiers, and computers.
- Record keeping and reporting procedures.
- Modern office practices and procedures.
- Department and County rules, regulations, policies, procedures, and standard operation procedures.
- Principles, practices, and objectives as related to the functions and services provided by the assigned department or program.
- Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
- Provide professional customer service to clients and public.
- Communicate clearly and concisely, both verbally and in writing.
- Perform duties independently without close supervision.
- Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
- Perform data entry, typing, and computer work at sufficient level of skill to accurately complete a relatively heavy workload in a timely manner.
- The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Requires frequent moderate lifting/carrying (up to 49 pounds) and occasional heavy lifting/carrying (50 pounds and over). Requires frequent standing, sitting, pushing/pulling, bending/stooping, twisting, kneeling, squatting.
- Ability to conduct activities requiring climbing, stooping, kneeling/bending, crawling, twisting and reaching on a moderate to substantial basis.
- Specific vision abilities required by this job include close vision, distance vision, color vision, depth deception and the ability to adjust focus. Have the ability to see small objects at a distance, to identify objects in low light or bright light, to see movement in a wide field of vision and to see and distinguish close objects, such as in reading detailed documents. Requires full range of peripheral vision to monitor multiple computer systems.
- Requires full range of hearing to monitor multiple radio and telephone systems. Ability to hear and conduct routine conversation and to distinguish various signals, radio transmissions. Have the ability to hear a wide range of sounds, to distinguish type of sound and where it originates.
- Ability to work with hands above shoulder height or arms extended at shoulder height. The employee is required to use hand to finger, handle, grasp or feel objects, tools, or controls, and reach with hands and arms, talking in person and via telephone or radio. This position is occasionally required to stoop, kneel, run or crouch.
- Requires repetitive movement's standard in office-related activities such as typing, and sitting and standing
- May work shifts, holidays, weekends and on-call as needed.
The work environment characteristics described herein are representative of those an employee may encounter while performing the essential functions of the job.
Job Posted by ApplicantPro
- Work is typically performed in a quiet office. That office may (potentially) be exposed to hostile or argumentative clients.
- Occasionally, employee works in outside weather conditions, including temperature extremes.
- The employee is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxins or chemicals.